Executive Assistant

Job Type

Full-time

Description

WHO WE ARE

Mason County Public Transportation Benefit Area, doing business as Mason Transit Authority (MTA), is a Public Transportation Benefit Area (PTBA) Authority, authorized in Chapter 36.57A RCW, located in MasonCounty, Washington. The service was approved by Mason County voters in November 1991, and MTA began providing public transportation in December 1992. The service area is all of Mason County, where road access is available, with connections to adjacent counties.

WHAT WE DO

MTA transportation services consist of Fixed Route local and regional deviated fixed routes, Worker/Driver commuter service to Puget Sound Naval Shipyard (PSNS) and Demand Response. These services are provided with diesel and hybrid 35' transit buses, cutaways, and vans. Facilities include Johns Prairie maintenance base, the downtown Shelton Transit-Community Center, and a Belfair park and ride complex. MTA supports a network of park and ride facilities that are located throughout the County by managing and providing routine maintenance for locations owned by Washington State Departmentof Transportation ("WSDOT"), the County or others.

OUR MISSION

We provide transportation choices that connect people, jobs, and community, increasing the quality of life in Mason County.

OVERVIEW

Under the direction of the General Manager, the Mason Transit Authority's (MTA) Executive Assistant position is responsible for providing high-level administrative support by conducting research, preparing reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors and scheduling meetings. This position also serves as MTA's Clerk of the Authority Board, responsible for agency records, and timely response to public records requests as the Public Records Officer. The assignment of specific duties to the Executive Assistant will vary depending on the Authority's business needs and individuals' expertise and skill sets.

DISTINGUISHING CHARACTERISTICS

Employees assigned to this class are part of the team effort which provides support and assistance to the General Manager and the Authority Board. Incumbents are responsible for providing excellent customer service, resolving customer concerns and answering questions in a timely and effective manner. The Executive Assistant is frequently responsible for maintaining records containing confidential/sensitive information necessitating discretion at all times. Must possess a high level of emotional intelligence and perform highly responsible, confidential, specialized and specific activities requiring knowledge of specialized administrative support activities.

Salary Range: $26.56 - $36.13 per hour DOQ. Non-exempt subject to FLSA requirements.

Comprehensive benefits package includes: Mason Transit Authority offers an excellent benefit package which includes 95% employer paid Medical/Dental/Vision for employee and dependents, life, optional additional life, long-term disability, EAP, 11 paid holidays, vacation accruals based on years of service that begin at 3.69 hours per pay period (12 days per year), additional 1.69 hours of paid sick leave per pay period in addition to the required WA Paid Sick leave (total 12 days per year), two (2) 8 hour personal days per calendar year, three (3) days of bereavement leave per loss of immediate family member, Washington State Public Employees Retirement System (PERS) plan options, and optional Deferred Income (IRS 457 plans) retirement plans. In addition, position is eligible per permitting circumstances for inclement weather pay, meeting and training pay, wellness incentives, and educational assistance.

Supervision received from: General Manager

Position is open until filled with a first review of applications on July 1st.

ESSENTIAL DUTIES

• Serve as the Clerk of the Board and ensure requirement of Open Public Meetings Act (OPMA) and all applicable federal, state, and local legal requirements are met. Prepare and place legal notices for public hearings and special meetings as required by law.
• Coordinate and provide support to the Authority Board and subcommittees. Assemble monthly board packets and attend Board meetings as recording secretary. Research for and prepare initial draft documents of meetings for review. Edit, proofread and distribute minutes of Authority Board meetings, public hearings, and other meetings as necessary.
• Prepare and track Authority Board Member stipends. Coordinate travel arrangements and conference registration as needed.
• Coordinate with County Clerk on appointment of new Board Members and Board Composition Review as needed. Prepare an Orientation Manual provided to incoming new Board members and assist in their orientation process.
• Create and maintain a Clerk Reference Manual.
• Serve as the agency's record retention coordinator and official custodian of agency records. Retrieve documents, agency records, and information and prepare responses of routine inquiries. Ensure requests for public information conform to state Public Records Act and similar laws. Coordinate with staff, public, legal counsel, and others such as local law enforcement to meet requirements. Monitor and track all requests to ensure responses for timeliness and responsiveness are met.
• Maintain records in accordance with records management guidelines and retention as set forth by the Washington Secretary of State, Washington State Archives and WSDOT relating to grant fundings. Assist in the development and implementation of records retention plans. Provide training to agency staff on Public Records Act requirements and updates.
• Prepare and edit correspondence, reports, communications, contracts, presentations and other documents. Conduct research, assemble and analyze data to prepare reports and documents. Format contracts, documents, and forms.
• Assist with writing, reviewing, and distributing agency policies, procedures and tasks. Maintain current policy records for internal and website distribution.
• Arrange and coordinate meetings and events. Set up meeting and event spaces and ensure all materials, meals, and amenities are provided.
• Act as a liaison with other teams/staff and outside agencies/clients.
• Handle confidential and non-routine information and explain policies when necessary.
• Review legal documents, including contracts and arrange for review by Legal Counsel.
• Serve as the agency's Notary Public.
• Represent the agency at committee meetings, conferences, and trainings. Attend ongoing training required to keep current with Parliamentary, OPMA, Public Records and Records Retention processes and laws. Occasional travel is required.

• Perform duties in support of ongoing and special projects.
• Review invoices and serve as signatory as needed in absence of General Manager.
• Serve on committees, task forces and other work groups.
• Perform other duties as assigned and any duties of a similar nature or level needed.
• Pursue certification designations in both roles as Clerk of the Authority Board and Public Records Officer demonstrating in-depth knowledge and responsibilities of each role.

• Associate Degree, and three (3) years of progressively responsible administrative/organizational experience.
• An equivalent combination of education and experience that demonstrates competency and thorough knowledge of general office practices and procedures will be considered.

• Take responsibility for content and quality of assigned work;
• Complete assigned tasks and meet key deadlines; producing/completing accurate and timely work;
• Self-management:

• Acknowledging that unanticipated events will occur and help to build capacity to adjust when such events occur. Find ways to effectively respond to unanticipated situations;
• Adapt positively and constructively to changes to the work environment and work priorities;
• Engage appropriately with General Manager in discussion about maintaining a sustainable workload in the event of new, unanticipated work projects or initiatives;
• Ensure affected team members clearly understand when changes occur and what is expected of them.

• Provide accurate and timely information;
• Understand and be responsive to your customers' objectives and needs;
• Being accessible, providing timely and responsive replies to customer requests, e-mails, phone messages and mail;
• Handle customer inquiries and complaints in a prompt, courteous and professional manner while adhering to rules and regulations;
• Maintain an optimistic attitude, supporting teamwork and cooperation through open and honest communication;
• Anticipate, assess, and respond to changing customer needs;
• Consistently provide products and services that meet or exceed the expectations of the customers;
• Willingness to explore new ideas.

• Help create an atmosphere that brings people together, so they have a stake in the solution. Involve others in matters that affect what they do. Seek out and act on opportunities to improve, streamline and re-invent work processes;
• Contribute to the development, cohesion and productivity of the team; be receptive to new ideas and adaptable to new situations;
• Model effective group process behavior, such as listening, discussing, negotiating, rewarding, encouraging and motivating;
• Keep management well informed of issues and trends; openly share your ideas, suggestions and opinions with team members;
• Build constructive working relationships characterized by a high level of acceptance, cooperation and mutual respect;
• Teamwork: