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San Mateo County Transit District

Position: Assistant District Secretary
Salary: $67,629 – $101,441 Estimated Annually
Application Filing Deadline: February 23, 2018
Posted: 2/1/18

The San Mateo County Transit District is the administrative body for public transit and transportation programs in San Mateo County, California: SamTrans bus service, Redi-Wheels paratransit service, Caltrain commuter rail service and the managing agency for the San Mateo County Transportation Authority. The District transports approximately 32 million customers a year and is one of the nation’s top transit agencies. We look forward to continuing our leading role in meeting the transportation challenges of the future.

The San Mateo County Transit District seeks an Assistant District Secretary who will provide administrative support for the Boards of Directors and committees for the San Mateo County Transit District (SamTrans), Peninsula Corridor Joint Powers Board (Caltrain) and the San Mateo County Transportation Authority (TA). The Secretary will provide administrative support which includes preparing agenda packets for the Boards of Directors and committees, assist the Custodian of Records for Boards of Directors and committees matters, maintain official votes and attendance at committee meetings and document relevant information, take and record Boards of Directors committee meeting minutes, and respond to inquiries from the public, staff, or Board members concerning the proceeding of Board of Directors or the actions of committees.

The Assistant District Secretary is also responsible for assisting in the retention, indexing and retrieval of official SamTrans, Caltrain, and TA documents, assisting with public records requests, attending and recording Boards of Directors and committee meeting matters, preparing reports and coordinating travel arrangements for members of the Boards of Directors, scheduling and coordinating meetings, coordinating the preparation and finalization of Board and committee related materials, maintaining Boards of Directors and committee files, attending Boards of Directors and committee meetings, posting Boards of Directors and Committee information to the SamTrans, TA, and Caltrain websites, and acting as Executive Officer, District Secretary in her absence.

The ideal candidate will have five years of full-time experience providing executive level administrative support. Experience performing duties in support of Boards of Directors, Councils or Commissions that operate under the Brown Act is desirable. Experience in records management is desirable. Must be proficient in Microsoft Office Suite. Must be able to effectively communicate both orally and in writing. Must be able to maintain effective working relationships with internal and external customers.

SUPPLEMENTAL QUESTIONNAIRE:
The application process requires a mandatory Supplemental Questionnaire that must be completed and submitted by the application deadline date   of Friday, February 23, 2018, by 11:59 pm.  Failure to address the Supplemental Questionnaire will prevent applicants from any further consideration.
  1. Describe in detail your experience working with the general public, elected and appointed officials, executive management, staff from other departments, outside public agencies or organizations,  and other individuals in the course of your work.
  2. Describe your experience reviewing correspondence, reports, and other documents for completeness, accuracy, format, and compliance with policies and procedures.  Please include specific examples.
  3. Describe your experience completing and preparing meeting/board agendas, taking minutes at meetings, and tracking any follow-up action items.  Include an outline of your process.
  4. Please describe your experience maintaining a records management system, including maintaining and managing documents (hard copy and electronic) in the workplace.  Provide  specific examples of your personal role.

To apply for this position, please visit our website at http://www.smctd.com/jobs.html, and follow the related application instructions.

The San Mateo County Transit District (SamTrans) is an Affirmative Action/Equal Opportunity Employer.