EXECUTIVE SECRETARY (MAINTENANCE AND ENGINEERING)

• Composes, edits, and produces memoranda, letters, reports, meeting minutes, and other correspondence, including confidential material, from transcription and handwritten sources; proofreads and corrects for correct spelling, grammar, format, completeness, and content
• Screens and responds to telephone calls and visitors, providing information, taking messages, and resolving problems
• Sets up meetings and conference calls, including scheduling date and time, notifying and confirming participants, locating and reserving sites, setting up rooms, and providing support materials
• Develops and maintains filing systems, records, and logs, including computerized database files
• Maintains calendars and schedules, including appointments and travel arrangements
• Makes travel arrangements and prepares reimbursement documents
• Prepares compiles and processes personnel data, such as employee timesheets, payroll changes, attendance, and leave of absence
• Coordinates general office activities and administrative support projects and follows up on pending items
• Orders, maintains, and keeps inventory of office supplies
• Processes purchase requisitions and maintains department purchasing card (PCard); responsible for PCard monthly bank statement reconciliation
• Operates computers and various general office equipment
• Identifies work/office deficiencies and recommends improvements
• Prepares, processes, and resolves problems with standardized reports and various forms
• Coordinates special events, such as offsite meetings, blood drives, etc.
• May assign work to and train other secretarial and clerical staff
• May be required to take and transcribe dictation and/or take minutes
• May prepare, process, and maintain records of department purchase requisitions and vendor invoices

• Associate's Degree in Office Administration or a related field

• Four years of relevant experience performing secretarial duties; some positions in this class may require specialized experience in area of assignment

• A valid California Class C Driver License or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions
  
  

Preferred Qualifications
Preferred Qualifications (PQs) are used to identify relevant knowledge, skills, and abilities (KSAs) as determined by business necessity. These criteria are considered preferred qualifications and are not intended to serve as minimum requirements for the position. PQs will help support selection decisions throughout the recruitment. In addition, applicants who possess these PQs will not automatically be selected.

The following are the preferred qualifications:

• Experience managing complex and dynamic executive schedules, calendars, and phone communications
• Experience managing the administration of large, complex, and diverse maintenance departments
• Experience compiling data and preparing reports for executive management
• Experience working in a technical or engineering environment
• Experience working in government, transportation, or rail industry

• General office practices and procedures
• Proper telephone etiquette
• Filing systems and recordkeeping practices
• English usage, correct grammar, punctuation, and spelling
• Metro's rules, policies, and procedures
• Computer systems and general office equipment
• Applicable business software applications

• Performing secretarial work
• Preparing and formatting letters, memoranda, and reports
• Creating and maintaining filing and recordkeeping systems
• Proofreading work and correcting errors
• Effective time management
• Analyzing situations and identifying problems
• Exercising sound judgment and creativity in making decisions
• Communicating effectively orally and in writing
• Interacting professionally with various levels of Metro employees and outside representatives
• Operating computers and general office equipment
• Typing 40 net words per minute

• Follow oral and written instructions
• Handle highly confidential information
• Meet tight time constraints and deadlines
• Take initiative and work independently
• Prioritize and follow up on tasks
• Read, write, speak, and understand English

• This job specification is not to be construed as an exhaustive list of duties, responsibilities, or requirements
• The physical demands described are representative of those that must be met by the employee to successfully perform the essential functions of this job
• Metro provides reasonable accommodation to enable individuals with disabilities to perform the essential functions
• This classification is at-will and the incumbent serves at the pleasure of the hiring authority when classified as an Intermittent, Emergency, Annuitant, or Temporary employee, is assigned to the Office of Inspector General (OIG) or Board Clerk's Office, and/or reporting directly to the LACMTA Board of Directors
• Contributes to ensuring that the Equal Employment Opportunity (EEO) policies and programs of Metro are carried out

• Typical office situation
• Close exposure to computer monitors and video screen

• Sitting at a desk or table
• Operate a telephone or other telecommunications device and communicate through the medium
• Type and use a keyboard and mouse to perform necessary computer-based functions
• Communicating through speech in the English language required