Executive Board Administrator

US-WA-Everett
1 month ago
Job ID
2017-1104
Category
Executive
Bargaining Unit
No
Min (Annual)
USD $83,239.00/Yr.
Max (Annual)
USD $116,534.00/Yr.
Min Hiring Range
USD $83,239.00/Yr.
Max Hiring Range
USD $91,563.00/Yr.

Overview

Provides professional staff support to the Board of Directors and Executive Department/Office of the CEO. Coordinates the activities that support the Board’s operations; researches and prepares information and materials for board members, coordinates board committee’s work with the chair; coordinates and participates in development and update of Board policy; ensures regular review and updates of existing policies as the result of changes in applicable state and federal laws and regulations and other Board policies. Provides direction, guidance, consultation, research, analysis, and writing services to Agency staff in preparing legislative documents for internal review process and Board use in its decision-making process; assumes authority to accept service of legal process.

Essential Duties

  1. Provides executive level administrative support to the agency’s Board of Directors. Prepares and distributes Board and Committee meeting materials and minutes; facilitates and advises agency staff on preparations to hold public hearings and Board meetings; researches and prepares information for Board members; supports and guides Board and Committee chairs and key staff during meetings; and maintains records of the Board and Committee meetings. Independently responsible for ensuring materials are accurate, consistent and compliant with Board policy and direction and state laws; tracks proposed Board policy action; makes recommendations to Board members and agency staff regarding compliance with Open Government laws and regulations.
  2. Manages the process for selection and orientation of new Board members in accordance with state law and the agency’s Board bylaws.
  3. In collaboration with the CEO and/or Department staff, coordinates and drafts responses to correspondence addressed to the Board to ensure timely, accurate and informative communication. Tracks deliverables and ensures responses are consistent with overall Agency communication efforts.
  4. Provides updates, information and input for posting items related to the Board of Directors to the agency’s website and ensures legal notices are published in accordance with established procedures and legal requirements.
  5. Provides day-to-day confidential administrative support to the CEO and Executive Office, including complex scheduling and coordination of information to and from the CEO, Executive Department staff, and Board of Directors.
  6. Responsible for preparing and overseeing all travel arrangements for the CEO and Board of Directors. Tracks Board members’ meeting attendance and ensures monthly expense reports are completed in accordance with applicable laws and policies.
  7. Conducts research and analyzes information for the CEO, Executive Department and Board of Directors; summarizes findings and conclusions; develops and maintains standardized and new reports; and performs a full range of data-tracking functions for the agency.
  8. Maintains the agency’s policy database and ensures both Community Transit and Board policies are accessible. Leads the cross-departmental Policy Review Committee and provides guidance to staff on policy development. Ensures regular review and updates existing policies as the result of changes in applicable state and federal laws and regulations and other Board polices.
  9. Serves as the agency’s Public Disclosure Officer, managing all public records requests that come into the agency. Works with legal counsel and relevant departments, coordinates the collection of information or documents for dissemination to the requestor in compliance with state law.
  10. Serves as Title VI Officer for the agency, and is the main point of contact for receiving and tracking complaints. Coordinates with agency staff and legal counsel regarding investigations and drafts responses in accordance with applicable laws.
  11. Serves as a representative for customers and Community Transit employees seeking agency information. Receives and responds to direct public inquiries using professional judgement, assesses the importance of requests, and ensures responses correlate to the overall agency’s customer communication efforts.
  12. Serves as the designated official recipient of all legal documents and service papers (RCW 4.96) and claims against the agency. Prepares contractual, legal, and other complex documents as directed.  Serves as the custodian of the official seal and agency Notary Public.
  13. Other duties of a similar nature, as assigned.

Requirements

MINIMUM QUALIFICATIONS:

  • Bachelor’s Degree from an accredited college or university with major course work in public administration, business, or a related field.
  • Five (5) years of increasingly responsible administrative/executive support experience.
  • An equivalent combination of education and experience sufficient to successfully perform the essential duties of the job will be considered in rare circumstances.

PREFERRED:

  • Certification as a Municipal Clerk.
  • Experience working with elected officials/governing boards and/or working as a paralegal.

ENTRY REQUIREMENTS FOR:  KNOWLEDGE and SKILLS

Required Knowledge of:

  1. Knowledge of Board Administration operating procedures and pertinent federal, state and local laws, codes and regulations, related policies and procedures.
  2. Expert knowledge of English (verbal and written) usage, spelling, grammar, and punctuation.
  3. Knowledge of business letter writing and basic report preparation.

 

Required Skill in:

  1. Skilled in utilizing MicroSoft Office Suite for compiling and preparing spreadsheets, presentations and reports and in complex scheduling.
  2. Skilled in maintaining confidential information.
  3. Skilled in developing and maintaining effective working relationships with other department staff, management, vendors, outside agencies, community groups and the general public.
  4. Skilled in exercising good judgment, to discern when to take problems to a higher authority for resolution or guidance.
  5. Skilled in customer service.
  6. Skilled in interpreting and administering policies and procedures sufficient to administer, discuss, resolve, and explain them to staff and other constituencies.
  7. Skilled in determining priorities when faced with constant changes, to make and keep commitments.
  8. Skilled in administrative and analytical work associated with performing a full range of duties supporting executive level leadership.
  9. Skilled in researching complex issues and developing relevant responses supported by established policies and precedents.
  10. Skilled in the preparation and analysis of complex data and comprehensive reports.
  11. Skilled at maintaining confidentiality and communicating with tact and diplomacy.
  12. Skilled in effective oral and written communication.
  13. Skilled in performing administrative duties independent of direct supervision and working effectively under pressure, meeting deadlines, and adjusting to changing priorities.
  14. Skilled in complex scheduling.

 

PROFICIENT PERFORMANCE REQUIREMENTS for KNOWLEDGE, SKILLS

Qualification to fulfill the full range of this position’s duties requires the following knowledge, which may be gained or further developed after entering the job:

 

None

 

Qualification to fulfill the full range of this position’s duties requires the following skills, which may be gained or further developed after entering the job:

  1. Skilled in providing information and organizing material in compliance with laws, regulations, and policies.
  2. Skilled in applying project management techniques and principles.

 

APPLICATION PROCESS:

Only complete online applications, with supplemental questions, resume and a cover letter describing how your qualifications fit the Executive Board Administrator position will be accepted.  Applications received before 11:59 p.m. on September 4, 2017 will receive first consideration.

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