This position is open until filled. The first filing deadline is Friday, February 28, 2020. Applications will be reviewed upon receipt and position may be filled prior to application deadline. To be considered for this position you must provide a cover letter and resume to the attention of Tamara Edwards, Director of Finance. Documents may be submitted via email to firstname.lastname@example.org, mailed to LAVTA, 1362 Rutan Court, Suite 100, Livermore, CA 94551, or faxed to 925.443.1375.
The Livermore Amador Valley Transit Authority is the administering agency for the Tri-Valley San - Joaquin Regional Rail Authority (TVSJRRA). This position would provide Administrative support to the TVSJRRA through the Livermore Amador Valley Transit Authority.
The Executive Assistant provides administrative support to all TVSJRRA staff and the Board of Directors. This position is responsible for: staffing the Authority’s front desk and providing the initial contact with the public either in person or on the telephone, preparing all information relevant to meetings of the Board of Directors, processing incoming and outgoing mail, managing the Executive Director’s calendar, coordinating meetings between various parties, filing, generating reports and presentations, conduct research, submit and reconcile expense reports, and other clerical duties as assigned.
SPECIFIC DUTIES AND RESPONSIBILITIES
30% Board of Directors Support
Prepare all documentation for Board of Directors meetings including agendas, meeting materials, and postings in conformance with the Brown Act;
Take and transcribe minutes of the Board of Directors and committee meetings, as assigned;
Coordinate meetings for various committees, working with committee members and/or their schedular as well as Authority staff and consultants;
Find and book meeting locations, ensuring proper set up etc. for Board and other committee meetings;
Attend all Board meetings and other meetings as requested;
Oversees the filing process for the Fair Political Practices Commission (FPPC) Form 700.
30% Executive Director Support
Manage the Executive Director’s calendar including coordinating meetings with outside agencies and contractors;
Generate reports, and prepare presentations as needed;
Submit and reconcile the Executive Director’s expense reports.
30% General Office Duties
Copy various files, forms, documents, memos, and distribute to appropriate individuals;
Organize and maintain administrative filing systems for TVSJRRA correspondence, minutes, resolutions, agreements, procurements, sexual harassment certificates, Form 700 and vendor invoices;
Organize and maintain archived files in accordance with LAVTA Record Retention Policy;
Supervise, when assigned, work of temporary clerical and part-time help;
Prepare vendor purchase orders;
Update the Authority’s website with meeting agendas etc.
10% Other duties as assigned
Behavior The employee shall work well under pressure meeting multiple and sometimes competing deadlines. The employee shall at all times demonstrate cooperative behavior with colleagues, supervisors, contract service provider, and the public.
KNOWLEDGE/SKILLS REQUIRED BY POSITION
Skills & Abilities:
Ability to work with employees at all levels of the organization
Ability to meet frequent and multiple deadlines
Ability to type quickly and accurately
Ability to proofread
Ability to update company website
General office equipment (Phone, Fax, Scanner, Copier, Printer, Dymo Labelwriter, and Polycom)
Microsoft Outlook, Word, Excel, and PowerPoint
Adobe Acrobat Pro
Position reports directly to:
The Chief Financial Officer
Position coordinates with:
All TVSJRRA staff
TVSJRRA’s contractor and other outside vendors
TVSJRRA Board Members and their staff.
Requires five years of experience in a comparable position.
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