Executive Assistant I

PURPOSE OF POSITIONThe Southern California Regional Rail Authority (SCRRA), operator of the METROLINK Commuter Rail System, is seeking an Executive Assistant I who will perform a wide variety of general office and administrative support within the Chief Strategy Office, overseeing planning and development, government relations, grants, and other functional units.DISTINGUISHING CHARACTERISTICSThis is the entry-level in the Executive Assistant series. At this level, the incumbent will follow established procedures and receive guidance.TO APPLY: This is a continuous recruitment, with the first review of applications beginning November 8, 2024. Interested applicants are encouraged to apply immediately.SUPERVISION EXERCISED AND RECEIVEDReceives general supervision from assigned executive-level management. No formal supervisory responsibilitiesThe duties listed below are intended to describe the general nature and level of work being performed and are not to be interpreted as an exhaustive list of responsibilities.Provide general office support for assigned executive(s), including receiving and sending mail, screening phone calls, delivering messages, coordinating meetings and events, and maintaining an executive calendar.Manage and maintain executives schedule, appointments, and travel arrangements.Prepare invoices, fax, and photocopy, sort and distribute incoming mail, and process outgoing mail.Establish and maintain the departmental filing system.Handle correspondence, both verbal and written, on behalf of the executive(s).Build relationships with key stakeholders, including but not limited to elected officials representatives, SCRRA staff, and external customers.Work with designated administrative assistants to process necessary paperwork and/or documentation (i.e., preparing check requests, entering requisitions, logistics for meetings, etc.)Assist in the monitoring of the Department budget, review trends, and report issues to be resolved.Serve as a liaison between agencies, programs, and departments.Assists in the final preparation and organization of Committee agendas.Prepare the executive and functional teams for meetings, including providing briefings and talking points, transcribing meeting minutes, performing research, developing presentations, preparing meeting materials, and coordinating work with other staff members. Process various forms and paperwork, such as expense reports, purchase orders, check requests, grant applications, departmental budgets, etc.At the Senior level, may direct and check the work of other administrative staff.May support Board Secretary and/or Chief Executive Officer roles.Serve as backup to other departmental administrative staff, as needed.Perform other related duties as assigned.Education and ExperienceAssociates Degree or its equivalent.A minimum of six (6) years experience in a secretarial or administrative office role.A minimum of two (2) years supporting senior level executives, department heads or supporting a Board of Directors or Executive Committee work at the staff level.A combination of training, education, and or experience that provides the required knowledge, skills, and abilities may be considered when determining minimum qualifications. Advanced relevant coursework may also substitute for a portion of the required experience.Valid Class C Drivers license with a satisfactory driving record of no more than two moving violations and no DUIs within the last three years is required.Knowledge, Skills, and AbilitiesKnowledge of:SCRRA, policies, procedures, and regulations.General office practices and procedures.Tracking budgets and expenditures.Skilled in:Advanced proficiency in Microsoft Office.Planning and organization with the ability to meet deadlines.Effective communication skills verbally and in writing.Ability to:Develop, copy-edit, and draft reports, presentations, policies, and correspondence.Ability to effectively communicate orally and in writing, taking detailed meeting notes and preparing memorandums, letters, and other official correspondence. Handle common inquiries or complaints and other sensitive or highly confidential concerns.Exercise good judgment and focus on detail as required by the job.Collect, organize, and interpret data and prepare accurate records.Ability to work independently.Adapt to changes in work situations and priorities.Address the needs of internal and external customers accurately and promptly, treating customers with fairness and respect.PHYSICAL REQUIREMENTSTransition between a stationary position at a desk or work location and move about Metrolink facilities or other work site locations.Operate tools to perform the duties of the position, such as computers, office equipment, and work-related machinery.Transport equipment or boxes up to 25 lbs.Exchange ideas by means of communication.Visual acuity to detect, identify, and observe employees or train movement and any barriers to movement when working on or near railroad tracks. Hear and perceive the nature of sounds when working on or near railroad tracks.Balance, ascend/descend, climb, kneel, stoop, bend, crouch, or crawl within assigned working conditions and or locations.Working ConditionsPosition requires work in a normal office environment with little exposure to excessive noise, dust, or temperature. Work may also be conducted in outdoor environments, at construction sites, Railroad Track and Right-of-Way environments, and warehouse environments, with possible exposure to individuals who are hostile or irate, moving mechanical parts, and loud noises (85+ decibels, such as heavy trucks, construction, etc.)Selection Process:Following a review of applications and resumes, the most highly qualified candidates will be invited to continue in the selection process. Eligible applicants will be notified of the exact time and place of assessments and interviews. Candidates will be interviewed to determine their relative knowledge, skills, and abilities in job-related areas. Offers of employment may be contingent upon the successful completion of a reference check(s), including degree verification and a criminal records check provided through SCRRA.Internal Candidates: Employees with active discipline as defined in the HR Policy No. 5.3 Positive Discipline Program and/or with performance that does not meet the standard for "meets expectations" as defined in the Performance Planning and Appraisal Process may be precluded from consideration and placement in the position.Southern California Regional Rail Authority is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the Authority will provide reasonable accommodations to qualified individuals with disabilities and encourage prospective and current employees to discuss potential accommodations with the employer.The SCRRA is an Equal Opportunity Employer. EEO/ADA