Grays Harbor Transit
Grays Harbor Transit is hiring: Executive Assistant/Clerk of the Board in Hoquia
Grays Harbor Transit, Hoquiam, WA, United States
Salary: $4,825.00 - $7,812.00 Monthly
Location : 343 W Wishkah Aberdeen, WA
Job Type: Full-Time
Job Number: 47
Department: Administration
Opening Date: 11/04/2024
Closing Date: 11/24/2024 11:59 PM Pacific
FLSA: Non-Exempt
Bargaining Unit: N/A
Description
Position reports to: General Manager
Manage or Supervise: None
Under the direction of the General Manager, the Clerk of the Board is responsible for a wide variety of high-level confidential administrative, clerical, and support functions for the General Manager and Agency. Determines the practices and procedures governing the position and contributes to the development and application of agency administrative concepts and policies, including serving as the Public Records Officer.
Examples of Duties
Executive Assistant
Typical Qualifications
Required Qualifications
Knowledge:
Comprehensive knowledge of Washington Open Public Meetings Act and Public Records Act
Office administration, clerical procedures, and record-keeping systems.
Records maintenance, retention policies, practices, and methods.
Basic understanding of computer software and programs, such as Adobe Acrobat, Microsoft Office (Excel, PowerPoint, Word), Zoom and Teams.
Interpreting, applying and understanding Collective Bargaining Agreements, Employee policy, and other agency policies, practices, and procedures and guidelines.
Extensive knowledge of high-level administrative tasks, clerical procedures, and recordkeeping systems.
Skills:
Excellent verbal and written communication and interpersonal skills as applied to interaction with management, elected officials, co-workers, and the public.
Time management, attention to detail, and organizational skills, including taking accurate meeting minutes and producing concise meeting summaries.
Maintaining confidentiality of sensitive material and information.
Preparing reports, meeting agendas, and minutes. Writing and editing documents.
Ability:
To exercise considerable judgment and diplomacy and maintain strict confidentiality when handling data and information.
Maintain a respectful and effective working relationship with managers, employees, and the public.
Incorporate and demonstrate Grays Harbor Transit's Core Values in the workplace.
Education and Experience:
An associate degree and three years of Clerk of the Board or Public Records experience, or equivalent combination of education and experience, are sufficient to successfully perform the job's essential duties, such as those listed above. Must have and maintain a PRO certification.
Licensures/Certifications and Other Requirements
Valid Washington state driver's license with five (5) years of acceptable driving record. Must have or have the ability to obtain a Washington State Notary Public license within six (6) months of hire.
Supplemental Information
Working Conditions
The physical demands described here are representative of those that an employee must meet to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle or feel; and hear and talk. The employee frequently is required to reach with hands and arms. The employee is occasionally required to stand; walk; climb or balance; and stoop, kneel, crouch or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, depth perception and ability to adjust focus. Work is primarily performed in an office environment.
The following list of characteristic duties is not intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Grays Harbor Transportation Authority is an equal opportunity employer and does not unlawfully discriminate on the basis of race, sex, age, color, religion, national origin, marital status, veterans' status, disability status, sexual orientation, or any other basis prohibited by federal, state, or local law. Please let Grays Harbor Transportation Authority know if you need accommodations.
Grays Harbor Transit offers eligible employees a full benefit package, including:
Location : 343 W Wishkah Aberdeen, WA
Job Type: Full-Time
Job Number: 47
Department: Administration
Opening Date: 11/04/2024
Closing Date: 11/24/2024 11:59 PM Pacific
FLSA: Non-Exempt
Bargaining Unit: N/A
Description
Position reports to: General Manager
Manage or Supervise: None
Under the direction of the General Manager, the Clerk of the Board is responsible for a wide variety of high-level confidential administrative, clerical, and support functions for the General Manager and Agency. Determines the practices and procedures governing the position and contributes to the development and application of agency administrative concepts and policies, including serving as the Public Records Officer.
Examples of Duties
Executive Assistant
- Provides administrative and clerical assistance to the General Manager.
- Manages a calendar of appointments, answering phone calls, and taking detailed messages.
- Research subject matters; analyze and organize data information and compile necessary reports and documents.
- Schedule meetings, take notes, and record meeting minutes, including monthly board meetings, special board meetings, weekly and ad hoc staff meetings.
- Performs special projects, as needed, including data and information collection, preparation of materials and initial analyses and conclusions. Prepares PowerPoint and Excel presentations at management request.
- Coordinates travel arrangements and conference registrations for agency personnel as requested. Ensures required authorization and approval is following travel policy and budget guidelines.
- Serves as Notary Public for agency.
- Provides backup for other staff as requested or as workload necessitates.
- Represents Agency at external transit organization conferences, trainings, events and other meetings as required.
- Serves as the Clerk of the Board and ensures requirements of the Open Public Meetings Act and all Federal, State, and Local legal requirements.
- Provides guidance to agency management on initiatives that require approval, resolution, or other methods of board authorization.
- Prepares and places legal notices for public hearings and special meetings as law requires.
- Prepares, assembles, and distributes Governing Board meeting minute packets to Board members and Media.
- Provides information and assistance to departments and the public related to Board meetings; drafts, correspondence or initiates telephone contact as directed; establishes, organizes, maintains, and provides access to official Board files and information.
- Conduct and manage virtual/hybrid Board and Subcommittee Meetings and advisory teams.
- Official custodian of Agency records relating to the GHT Board meetings. Ensures records received have required signatures, distribution, file storage and retention. Maintain and update policy and procedure library.
- Coordinates logistics for public forums, open houses, and other public meetings.
- Assists in the orientation of new GHT Board Members, including paperwork and general agency onboarding.
- Coordinates meeting room usage. Sets up and maintains rooms. Schedules audiovisual equipment usage. Maintains boardroom, storage areas. Orders and sets up meals for meetings.
- Oversees the public records process, receiving and ensuring requests for public information conform to the state Public Records Act and similar laws.
- Coordinates with staff, public, legal counsel, and others (law enforcement, courts, etc.) to meet public record requirements. Analyze, evaluate, and monitor requests and responses for timeliness and responsiveness. Coordinate agency response for litigation discovery requests and agency interrogatories.
- Receives and responds to all public records requests within the timeframe set by the State Public Records Act.
- Develop, implement, retain, and maintain electronic and paper filing systems for record retention plans; dispose of contracts, records, and documents; respond to subpoenas for records; conduct agency training. Assist all departments to ensure compliance with the retention schedule.
- Provide training and oversight to department record keeping.
- Performs other duties as assigned.
Typical Qualifications
Required Qualifications
Knowledge:
Comprehensive knowledge of Washington Open Public Meetings Act and Public Records Act
Office administration, clerical procedures, and record-keeping systems.
Records maintenance, retention policies, practices, and methods.
Basic understanding of computer software and programs, such as Adobe Acrobat, Microsoft Office (Excel, PowerPoint, Word), Zoom and Teams.
Interpreting, applying and understanding Collective Bargaining Agreements, Employee policy, and other agency policies, practices, and procedures and guidelines.
Extensive knowledge of high-level administrative tasks, clerical procedures, and recordkeeping systems.
Skills:
Excellent verbal and written communication and interpersonal skills as applied to interaction with management, elected officials, co-workers, and the public.
Time management, attention to detail, and organizational skills, including taking accurate meeting minutes and producing concise meeting summaries.
Maintaining confidentiality of sensitive material and information.
Preparing reports, meeting agendas, and minutes. Writing and editing documents.
Ability:
To exercise considerable judgment and diplomacy and maintain strict confidentiality when handling data and information.
Maintain a respectful and effective working relationship with managers, employees, and the public.
Incorporate and demonstrate Grays Harbor Transit's Core Values in the workplace.
Education and Experience:
An associate degree and three years of Clerk of the Board or Public Records experience, or equivalent combination of education and experience, are sufficient to successfully perform the job's essential duties, such as those listed above. Must have and maintain a PRO certification.
Licensures/Certifications and Other Requirements
Valid Washington state driver's license with five (5) years of acceptable driving record. Must have or have the ability to obtain a Washington State Notary Public license within six (6) months of hire.
Supplemental Information
Working Conditions
The physical demands described here are representative of those that an employee must meet to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle or feel; and hear and talk. The employee frequently is required to reach with hands and arms. The employee is occasionally required to stand; walk; climb or balance; and stoop, kneel, crouch or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, depth perception and ability to adjust focus. Work is primarily performed in an office environment.
The following list of characteristic duties is not intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Grays Harbor Transportation Authority is an equal opportunity employer and does not unlawfully discriminate on the basis of race, sex, age, color, religion, national origin, marital status, veterans' status, disability status, sexual orientation, or any other basis prohibited by federal, state, or local law. Please let Grays Harbor Transportation Authority know if you need accommodations.
Grays Harbor Transit offers eligible employees a full benefit package, including:
- Medical, dental and vision coverage for employees and eligible dependents
- Basic life and Accidental Death & Dismemberment (AD&D) for employees and dependents
- Participation in Washington State Public Employee Retirement System (PERS) pension plan
- Paid time off includes 120 - 280 hours of vacation per year depending upon date of eligibility and length of service
- 12 days of sick leave per year depending upon date of eligibility
- 96 hours of paid holiday with 8 hours of floating holiday time, depending on date of eligibility
- Employee Assistance Program
- Option to enroll in additional benefits:
- Voluntary Life and AD&D Insurance
- Critical Illness, Accident and Hospital Indemnity and Short-term Disability Insurance
- Flexible Spending Account and Dependent Care
- Department of Retirement Systems Deferred Compensation Program