Alameda-Contra Costa Transit District

Position: Administrative Specialist (Oakland, CA)
Salary: $85,096 - $101,613 Annually
Application Filing Deadline: Open until filled

Posted: 6/3/19

AC Transit is currently seeking experienced candidates for the position of Administrative Specialist. Under general supervision of the District Secretary, provides professional-level, administrative and support duties for the District Secretary and the Board of Directors. The classification independently performs a wide variety of complex, technical, and time-sensitive administrative duties and assumes the responsibilities for the Assistant District Secretary in his/her absence. This classification is distinguished from other administrative support classifications by its frequent contact with the District's leadership team, Board Members and the public. Incumbents frequently work with and maintain confidential information pertaining to financial, political, and personnel matters having District-wide impact. This classification is unrepresented at-will and reports directly to the District Secretary.

REPRESENTATIVE FUNCTIONS: 

  • Serves as the primary administrative support to the District Secretary.
  • Prepares, edits, proofreads, and processes a variety of routine to complex documents and correspondence including forms, memos, financial and staff reports; completes critical, time-sensitive, and/or confidential documentation for internal and external stakeholders; may certify a variety of documents on behalf of the District Secretary.
  • Provides logistical support for Board of Director's and Committee meetings, including, but not limited to organization, equipment testing, meeting set-up and clean-up, meals, and distribution of information; attends meetings and public hearings as required.
  • Distributes the agenda to outside agencies/organizations; prepares minute orders from the official minutes of Board and Committee meetings for all agenda items.
  • Assists in the implementation of the records management and retention program within the District Secretary's Office.
  • Prepares resolutions and ordinances adopted by the Board for signature.
  • Maintains the District Secretary's Master Outlook Calendar of Board meetings and individual Board member meetings; schedules meetings as requested and accepts meetings into the calendar.
  • Utilizes the District Secretary's agenda management software to calendar all Board and Committee meetings and reviews and may approve routine reports on behalf of the District Secretary.
  • Sets up new users in the agenda management system and assigns user access at the direction of the District Secretary or the Assistant District Secretary; directs new users to training resources; may troubleshoot user issues as needed and stays abreast of new system features and requirements.
  • Maintains the District Secretary and Board of Directors intranet pages; updates Board information and policies; posts new content on the District's website as needed.
  • Assists Board members with issues pertaining to routine use of smartphones, tablet devices, and applications; interfaces with the Department of Innovation and Technology when required to troubleshoot technology related problems and service issues.
  • Serves as the primary point of contact in processing tort claims, summons and complaint, and small claims filings.
  • Processes assuming and leaving office Statement of Economic Interest forms and related filings.
  • Monitors budget expenditures calculates monthly reconciliations, and prepares Board payroll and other financial documentation.
  • Tracks customer complaints and follows-up with appropriate staff to ensure timely response.
  • Performs other duties as assigned.

To apply, visit: https://apptrkr.com/1477703

Equal Opportunity Employer