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The Executive Assistant / Clerk of the Board performs a variety of executive support work for the CEO. The Executive Assistant / Clerk of the Board also coordinates the meeting process in conjunction with the Manager of Government Affairs and acts as Clerk of the Board for the MTS Board of Directors, MTS Executive Committee and the San Diego Regional Building Authority. Essential duties include, but are not limited to, the following:

ESSENTIAL FUNCTIONS:

Executive Assistant Duties:

* Provides valuable and effective executive support for the CEO.
* Proofreads and edits correspondence, reports, contracts, forms and a variety of other documents for the CEO.
* Gathers and prepares for the CEO approval and signature all relevant documents including purchase requests, contracts, and the signing of checks.
* Receives and screens phone calls and visitors for the CEO.
* Schedules meetings for the CEO, reserves facilities, and sets up meeting rooms with equipment and documents.
* Coordinates business travel arrangements for the CEO upon request.
* Prepares the CEO's Report Agenda Item for MTS Board of Director's meetings, gathers and reports information on purchase requests and contracts signed by the CEO.
* Complies with MTS policy regarding purchasing card transactions and documentation.
* Conducts notarial functions for MTS for all documents requiring a notary public.
* Facilitates the Statements of Economic Interest submittal process for Board members, consultants and designated staff. Updates the list of individuals required to report, distributes materials, follows-up on statements not received and reports violations to the Fair Political Practices Commission.
* Obtains State mandated Ethics training certificates (AB 1234) from all applicable Board members, designated staff, and consultants.
* Provides professional and constructive guidance to the receptionist on handling queries from the general public.
* Answers verbal and written inquiries from members of the public and MTS employees.
* Provides administrative support for other members of the administrative office as needed and assigned by the Manager of Government Affairs.

Clerk of the Board Duties:

* Serves as Clerk of the Board.
* Publishes and posts all meeting notices within prescribed legal requirements to ensure that MTS maintains compliance with the Brown Act.
* Maintains all open and closed session Board-related information, as well as all historical information related to the function and composition of the Board.
* Submits all required County of San Diego and State of California filings in a timely and accurate manner.
* Attends all meetings, sets up meeting rooms, takes and transcribes meeting minutes, submits documentation for the payment of meeting fees to MTS Board of Director's members and transmits meeting minutes.
* Provides assistance as needed by MTS Board of Director's members, including making conference and travel arrangements.
* Works with the Manager of Government Affairs and/or Assistant Clerk of the Board to resolve any problems encountered in compiling and issuing meeting materials.
* Processes and certifies various MTS documents (resolutions, policies, and ordinances) and disseminates documents to the appropriate parties.
* Oversees the posting and distribution of meeting materials for all MTS Committees.

Duties May Include, But Are Not Limited To, The Following:

* Performs other duties as assigned.

QUALIFICATIONS:

Knowledge, Skills and Abilities:

Knowledge of or ability to read, understand and apply MTS policies, regulations and union labor contracts; ability to write letters, memoranda and reports using clear, concise and grammatically correct English; ability to speak clearly, distinctly and effectively in person-to-person or small group situations using tact and diplomacy; ability to coordinate and initiate actions necessary to implement decisions; ability to establish and maintain priorities in order to complete assignments by deadlines without detailed instructions; skill in verifying the accuracy and completeness of forms and reports; knowledge of the Microsoft Office Suite and the ability to learn and use other software that MTS might have or acquire; ability to complete a variety of administrative and executive task support for the CEO in a timely, accurate manner with minimal supervision; ability to effectively present information and respond to questions from groups, managers, customers and the general public; ability to represent MTS in a positive way while working with the public. Spanish language fluency is preferred but not required.

Physical Requirements:

The successful candidate must be able to fulfill the physical demands of the job such as walking, stooping, sitting, bending, reaching overhead and occasional lifting (must be able to lift up to 15 pounds). Must be able to perform tasks involving manual dexterity, such as use of a computer and 10-key. Work will at times require more than 8 hours per day or an irregular work week to perform the essential duties of the position. Duties will be performed primarily in an office type environment and may require travel to external locations and agencies.

Experience/Education/Certificates/License(s):

Possession of an associate's degree, or higher, and a minimum of 3 years of increasingly responsible full-time administrative assistant experience providing office and administrative support to management or executive staff is required. However, higher levels of education and/or more years of experience may be considered in lieu of either of these requirements. Possession or ability to obtain a notary public commission to perform notarial functions for the agency is required. Must possess and maintain a valid California driver's license.

GENERAL:

Must satisfactorily pass all applicable examinations including, but not limited to, a pre-employment physical, drug screen and background check. A writing evaluation will be required.

Executive Assistant / Clerk Of The Board

Executive Secretaries and Executive Administrative Assistants (43-6011.00)

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Viviana Feregrino

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Filing Clerk

Retail Sales Coordinator

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Filing Clerk

Retail Sales Coordinator

Retail Sales Associate

High School Diploma -

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