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About the Role
Under the general direction of the Clerk Supervisor, perform administrative and legislative work for the meeting bodies associated with ABAG and MTC. Manage the process of developing agendas, circulating meeting materials, and posting in accordance with the Brown Act. This individual will work closely with the rest of the Clerk Unit to advance best practices in support of the agency, Commission, and Boards. The most qualified candidate will perform assigned work with little to no supervision, interact with agency commissioners, government officials, and staff with tact and discretion, and have a desire to be part of a busy executive administrative team.
Responsibilities
- Assist in updating resolutions for approval with Project Managers and other agency staff.
- Keep the resolution log updated for accurate reporting of actions taken.
- Work directly with all levels of staff in the collection of agenda topics, descriptions, and associated materials.
- Facilitate routing and editing materials for review, approval, and posting in accordance with the Brown Act guidelines.
- Compose the minutes of the meetings, condensing and paraphrasing discussion to include relevant material and accurately report proceedings.
- Review all documents in which action has been taken to ensure documentation is complete and the vote is accurately recorded on motions and legislation.
- Document corrected or additional reports as necessary.
- Interpret Board and Commission By-Laws and policies, rules and regulations in response to inquiries requiring independent judgment and understanding of policies and procedures.
- Interact with elected officials, commissioners, board members, agency leaders, representatives from business and community organizations, the public, and all levels of personnel.
- Compose and process a variety of letters, reports, forms, and other documents.
- Perform other job-related tasks and duties as needed or assigned by the Section.
- Onboard new meeting body members.
- Attend evening meetings.
- Travel to different sites and locations.
- Work a varied schedule of hours, which may include evenings and weekends.
Requirements
- Equivalent to completion of the twelfth (12th) grade.
- Six (6) years of increasingly responsible administrative or secretarial experience.
- Familiarity with basic office and administrative policies and procedures, including meeting protocol and knowledge of the Brown Act.
- Ability to manage complex scheduling and meeting coordination.
- Ability to operate shared file keeping and collaboration systems, shared calendaring programs, office equipment and use programs associated with them, including computers, mobile devices, meeting room presentation equipment, and phone systems.
- Ability to compose business letters using a standardized format.
- General knowledge of agency by-laws / commission procedures.
- Familiarity of federal, state, and local laws and codes.
- Advanced knowledge of Brown Act requirements for public meetings (deadlines, remote participation guidelines, meeting protocol) and applicable federal, state, and local laws and codes.
- Proper use of English, spelling, and grammar.
- Expertise with a variety of software applications including Microsoft Outlook, Word, Excel, PowerPoint, SharePoint, as well as database and document and agenda management software systems (i.e. Granicus).
- Team approach and willingness to execute duties as an active team participant.
- Ability to organize tasks and responsibilities.
- Ability to work independently.
- Self-starter with the ability to meet critical deadlines.
- Knowledge of meeting agenda management (routing for approval, posting guidelines, etc.).
- Knowledge of best practices used in Minute taking and preparation.
- Ability to record and transcribe minutes of proceedings using Granicus or other applicable Software.
- Ability to compose meeting minutes utilizing condense and paraphrase discussion to include relevant material and accurate report proceedings.
- Ability to prepare ADA accessible documents.
- Knowledge of principles and practices of records management including records retention laws.
- Possession of valid California Class C driver's license and safe driving record or ability to provide alternate transportation.
Skills
- Microsoft Outlook
- Microsoft Word
- Microsoft Excel
- Microsoft PowerPoint
- SharePoint
- Database software
- Document management software
- Agenda management software (e.g., Granicus)
Location
- On-site
Work Type
- Hybrid
- Varied schedule
- Occasional need to drive
Experience Level
- 6 years of increasingly responsible administrative or secretarial experience
- 4 years of increasingly responsible experience equivalent to an Executive Assistant II at MTC
- 6 years of progressively responsible secretarial or office administrative experience, including 2 years of experience serving as an Executive Assistant, preferably in a government agency
Education Level
- Completion of the twelfth grade
- Bachelor’s degree from an accredited college or university with major course work in public administration, business administration, or a related field desirable.
- Certification as a Notary Public desirable.
About the Company
- The Metropolitan Transportation Commission (MTC) is the transportation planning, financing, and coordinating agency for the nine-county San Francisco Bay Area.
- MTC is the federally designated Metropolitan Planning Organization (MPO) and the state designated Regional Transportation Planning Agency (RTPA) for the nine-county San Francisco Bay Area.
- MTC provides services to the Association of Bay Governments (ABAG).
- Dedicated and motivated colleagues.
- Beautiful, high amenity building for on-site work and collaboration.
- Flexible schedules and hybrid work options.
Equal Opportunity
- The Metropolitan Transportation Commission is an equal-opportunity, non-discriminatory employer.
- MTC provides all employees and applicants with an equal opportunity in every aspect of the employment experience regardless of race, color, religion, sex, sexual orientation, gender identity, age, national origin, physical handicap, medical condition or marital status.