Executive Assistant (Pool Posting)

  • BART
  • Oakland, California
  • Dec 04, 2019
Full Time

Job Description


Ride BART to a satisfying career that lets you both: 1) make a difference to Bay Area residents, and 2) enjoy excellent pay, benefits and employment stability. BART is looking for people who like to be challenged, work in a fast paced environment, and have a passion for connecting over 400,000 daily riders to work, school and other places they need to go. BART offers a competitive salary, comprehensive health benefits, paid time off, and the CalPERS retirement program.

Department

Various departments

Pay Rate

$92,002.00 / annually - $139,383.00 / annually (Non-Represented Pay Band 05)
Initial salary offer will be between $92,002 - $119,000 (commensurate with experience)

Posted Date

December 4, 2019

Closing Date

Open Until Further Notice
This announcement will be used to establish a pool of eligible candidates for vacancies that may occur within the next twelve (12) months.

Reports To

Various executive offices

Days Off

Saturday and Sunday

Who May Apply

All current BART employees and qualified individuals who are not yet BART employees.

Current Assignment

The incumbent(s) in this position will provide responsive, confidential administrative professional level support to one of the Executive Offices (i.e. District Secretary's Office, Administration, Operations, etc.) The position will be responsible for the coordination of administrative activities, including but not limited to maintaining the calendar of activities, meetings and events as well as coordinating activities with the District's Board of Directors, Board Appointed Officers, Executive Offices and other departments, agencies and the public.

The position may also provide administrative support for other functions such as assisting with the department budget process: including preparation, accounts payable, purchasing, data tracking and reporting.
The ideal candidate will have experience directly supporting an executive, excellent customer service, writing, presentation, and reporting skills and be comfortable in a fast-paced environment where priorities shift and flexibility is essential.

Essential Job Functions

1. Performs a variety of complex administrative, operational, and analytical duties in support of department or division activities; coordinates project activities with District departments, divisions and external organizations.
2. Coordinates the development, analysis and formulation of the annual budget; develops guidelines and instruction on budget process and procedures; reviews requests for staffing and capital outlay; forecasts funds needed for staffing, equipment and various projects; prepares departmental budget presentations; plans, receives, pays, and improves invoices, generates budget reports; provides status updates to appropriate Manager or Managing Director.
3. Assists with the implementation of policy and procedural modifications; evaluates impact on divisions or departments; develops implementation plans; recommends and implements modifications.
4. Implements new systems, methods and procedures; monitors program progress in meeting goals and objectives; conducts updates with management staff to inform and advise on project progress; makes adjustments as necessary.
5. Develops, implements and administers special administrative programs; analyzes current and historical trends; prepares and presents reports.
6. Oversees general office activities; procures supplies; approves invoices; develops personnel schedules; responds to inquiries; investigates complaints; provides general analytical support.
7. Represents assigned area at various meetings with other departments, divisions, outside agencies and contractors; communicates projects and activities with others as appropriate; prepares for and provides assistance with hosting and participating in transportation related meetings and events.
8. Responds to and resolves difficult and sensitive inquiries and complaints

Minimum Qualifications

Education:
A Bachelor's degree in business administration, public administration, accounting, economics or a related field from an accredited college or university.
Experience:
Three (3) years of (full-time equivalent) verifiable professional administrative, analytical and/or budgetary experience.
Substitution:
Additional professional experience as outlined above may be substituted for the education on a year-for-year basis. A college degree is preferred.
Knowledge of:
Operational characteristics, services and activities of assigned program area including administrative, financial, or operations functions.
Principles and practices of program development and implementation.
Principles and practices of budget preparation and administration.
Methods of administrative, organizational, economic, and procedural analysis.
Methods and techniques of statistical and financial analysis.
Business computer applications for statistical analysis and data management.
Principles and practices of procurement, purchasing, and accounting.
Methods and techniques used to conduct a variety of analytical studies.
Principles, practices, methods and techniques of report preparation.
Principles and procedures of record keeping.
Office equipment including computers, supporting word processing, and spreadsheet applications.

Selection Process

Applications will be screened to assure that minimum qualifications are met. Those applicants who meet minimum qualifications will then be referred to the hiring department for the completion of further selection processes.

The selection process for this position may include a skills/performance demonstration, a written examination, and a panel and/or individual interview.

The successful candidate must have an employment history demonstrating reliability and dependability; provide copies of certificates, diplomas or other documents as required by law, including those establishing his/her right to work in the U. S; pass a pre-employment medical examination which may include a drug and alcohol screen, and which is specific to the essential job functions and requirements. Pre-employment processing will also include a background check. (Does not apply to current full-time District employees unless specific job requires additional evaluations).

Application Process

External applicants may only apply online, at www.bart.gov/jobs.  Applicants needing assistance with the online application process may receive additional information by calling (510) 464-6112.   

Current employees are strongly encouraged to apply online, either at www.bart.gov/jobs, or on WebBART.  Current employees may also apply using a BART paper application by delivering the completed form to the Human Resources Department, or by mailing it to P. O. Box 12688, Oakland, CA 94604-2688. 

All applicants are asked to complete the application in full, indicating dates of employment, all positions held, hours worked, and a full description of duties.  On line applicants are invited to electronically attach a resume to the application form to provide supplemental information, but should not consider the resume a substitute for the application form itself.

Applications must be complete by the closing date and time listed on the job announcement.

Equal Employment Opportunity

The San Francisco Bay Area Rapid Transit District is an equal opportunity employer. Applicants shall not be discriminated against because of race, color, sex, sexual orientation, gender identity, gender expression, age (40 and above), religion, national origin (including language use restrictions), disability (mental and physical, including HIV and AIDS), ancestry, marital status, military status, veteran status, medical condition (cancer/genetic characteristics and information), or any protected category prohibited by local, state or federal laws.

The BART Human Resources Department will make reasonable efforts in the examination process to accommodate persons with disabilities or for religious reasons. Please advise the Human Resources Department of any special needs in advance of the examination by emailing at least 5 days before your examination date at employment@bart.gov .

Qualified veterans may be eligible to obtain additional veteran's credit in the selection process for this recruitment (effective Jan. 1, 2013). To obtain the credit, veterans must attach to the application a DD214 discharge document or proof of disability and complete/submit the Veteran's Preference Application no later than the closing date of the posting. For more information about this credit please go to the Veteran's Preference Policy and Application link at www.bart.gov/jobs.


Other Information

Please be prepared to present documentation in support of any required licenses, degrees, or certifications upon request.
Please note that any job announcement may be canceled at any time.

Note

When you have successfully applied for this position you will receive an auto reply e-mail acknowledging that your application was received for this position. Please retain a copy of the e-mail for your records. If you receive an auto reply that does not specifically reference this position, please email Employment Help at employment@bart.gov for assistance.

To verify submission of your application, click on the 'My Career Tools' link at the top of the 'Careers Home Page' after submitting your application to view the list of applications you have submitted (including application date and status). If you have further questions, please email the Employment Help at employment@bart.gov , between the hours of 8:15am - 5:00pm, Monday- Friday.