Description The Administrative Assistant’s primary responsibilities are to provide advanced, well-organized professional administrative and project collaboration for senior managers and other staff members throughout NCTD. This position also provides information and assistance to the public regarding NCTD’s services, programs, policies, and procedures. Success in this role requires sound judgment, critical thinking, discretion, and exceptional attention to detail.
Distinguishing Characteristics
This position is distinguished by the need for a professional demeanor, along with a strong desire to provide staff members with the highest level of administrative support. The Administrative Assistant has a variety of responsibilities, individuals serving in this role may be assigned any or all responsibilities based on operational need. The individual in this role must approach their responsibilities and duties with strong commitment to exceptional service and a willingness to go above and beyond the minimum requirements. They must work well under pressure and respond positively and productively in an environment with rapidly changing deadlines and priorities. The Administrative Assistant position is part of a departmental pool of administrative support personnel. They will generally be assigned to support specific Divisions/Departments but must also step in as needed for coverage and assistance to other team members.
Supervision Received and Exercised
This position reports to the Director of Administration but may be assigned to provide support to specific Divisions/Departments; therefore, may receive direction from other Division Chiefs and/or Managers. This position has no supervisory responsibility.
Working Conditions
Normal working conditions for this position are in both an office and field setting. Business travel may be required periodically between District sites, governmental agencies, consultant’s facilities, and other locations as required. The ability to work additional hours outside a normal work schedule is essential to fulfill the expectations of the role. Examples of Duties Essential Functions
Duties may include, but are not limited to ,the following:
- Provide high-quality administrative, clerical, and professional support to Division Chiefs, Directors and Managers, with a constant focus on exceptional work product and a service-focused attitude.
- Prepare memos, letters, reports, presentations, and other documents, including confidential correspondence. Serve as a highly accomplished resource by proofreading documents for proper grammar, punctuation, spelling, formatting, re-formatting, and recommending related improvements to written communications.
- Manage Outlook calendars including scheduling meetings, phone calls, conferences, as well as notification of imminent appointments/meetings and or arrival of meeting participants.
- Coordinate logistics for meeting room reservations and set up, including identification and coordination of technical needs and any other resources or amenities.
- Assist with maintaining electronic file systemin accordance with NCTD policies and procedures on document control, this includes all executed agreements and official documents ensuring all original documents are saved in the agency’s Document Management System.
- Manage travel arrangements for employees, including follow-up and communication of any flight, hotel, or other related itinerary changes to traveler. Will assist with completing submission and reimbursement of all travel and other business-related expenses in accordance with NCTD policies and procedures.
- Process base pass requests for employees, contractors and sub-contractors sponsored by NCTD to do work on Camp Pendleton. Be the point of contact for communicating with the Camp Pendleton Base Pass Access Office and with project managers to initiate new base pass requests and process renewals.
- Perform routine clerical tasks such as photocopying, scanning, mailing, printing, filing, running errands, ordering meals, etc. Order, maintain, and issue office supplies and equipment.
- Provide front desk coverage by answering the primary phone for GAO, receive and greet all visitors in a friendly, courteous, and alert manner. Provide general information and assistance to staff and the public, when needed.
- Handle administration of incoming and outgoing mail, including receiving, reviewing, sorting, distributing, packaging, stuffing, labeling, weighing, metering, making interoffice deliveries throughout and to offsite facilities utilizing an NCTD vehicle on a weekly basis.
- May use the NCTD credit card for NCTD traveling, catering, and event planning.
- Other duties as assigned.
Qualifications
Experience/Education
- Associates degree in related field preferred; minimum 2 years prior directly relevant experience performing high-level administrative support.
- Typing speed of at least 55 wpm.
- Bilingual in English/Spanish a plus.
A combination of experience/skills and education to fulfill the requisite knowledge, skills and abilities for this position may be considered. Certificates/Licenses
- Possession of and the ability to maintain a California driver’s license, Class C, and a satisfactory driving record for the last five years.
- Must be able to obtain and maintain access to Marine Corp Base Camp Pendleton.
General Requirements
- Exhibits a friendly, professional, and customer-service oriented demeanor continuously.
- Exceptional relationship-building skills to deal competently with individuals at all levels of responsibility and authority.
- Ability to manage highly confidential and challenging situations with diplomacy and tact.
- Ability to work under pressure, multi-task, and organize workflow to deliver high-quality products within established deadlines.
- Collaborative and flexible “can-do” attitude with a willingness to perform even the most basic tasks. Apply personal attention to detail and takes pride in “going the extra mile” to achieve success.
- Strong written and oral communication skills, including knowledge of the structure and content of the English language such as the meaning and spelling of words, rules of composition and grammar. Superior writing and proof-reading skills.
- Intermediate to advanced proficiency in computer software programs, particularly the Microsoft Office Suite. Experience with Document Management Systems and Enterprise Resource Planning (ERP) systems, such as Tyler and JD Edwards is a plus.
Physical Requirements
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Ability to use the phone and computer for extended periods, manual dexterity to complete clerical functions, work with office equipment, and daily lifting of equipment up to 25 pounds is required. Ability to hear, see and communicate verbally to exchange information. Ability to physically travel between NCTD locations and other destinations, work in evenings when required, work in hazardous conditions, and negotiate a variety of different and irregular terrain as is typical along a railway right of way. May be subject to fumes, odors, dusts, gases, chemicals. Ability to walk, climb, balance, bend, carry, push, reach, sit, and stand.
Machines / Tools / Equipment
- Ability to operate a personal computer and Microsoft Office Suite programs.
- Ability to operate standard office equipment, including a fax and scanner, copy machine, and telephone.
Supplemental Information
Application Information:
All applicants must complete and submit an online application at www.gonctd.com/careers.
A job offer is contingent upon the successful completion of a pre-employment drug screen and background check.
NCTD is an Equal Opportunity Employer. NCTD will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if NCTD is concerned about conviction that is directly related to the job, you will be given the chance to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting the Civil Right’s Department Fair Chance Act webpage.
Benefits
Retirement: NCTD participates in the CalPERS retirement program with a benefit formula of 1.5% @ 65 for PEPRA new members. Benefits are calculated based on your age at retirement, the number of years of service credit with CalPERS and the average of your monthly compensation over the past 36 months (36 months average highest hourly pay rate).
457(b) Deferred Compensation Plan: NCTD offers a Voluntary Deferred Compensation Savings Plan through VOYA Financial Services. Employees are eligible to enroll any time after the date of hire. The plan allows you to contribute pre-tax and/or post-tax dollars into selected funds of your choice. The plan also allows you to:
- Contribute up to amount specified annually by the IRS
- Catch-up plan for those 50+ of up to amount specified annually by the IRS
- Is portable, can be rolled over into another qualified retirement plan
- Employer match into a 401(a) account (50% up to 8% of employee compensation; Max NCTD contribution of 4%)
Medical Insurance: NCTD offers a rich variety of HMO and PPO plans to choose from and contributes towards your monthly medical premiums, if the coverage you select costs more than the amount NCTD contributes, then payroll deductions will be withheld on a pre-tax basis.
Dental Insurance: NCTD offers two different dental plans for employees and their eligible dependents (HMO and PPO) from a reliable dental insurance provider. Human Resources can provide information regarding annual insurance provider and available plans. Both plans are part of NCTD’s cafeteria plan (pre-tax payroll deductions for monthly premiums).
Vision Insurance: NCTD offers vision services for employees and their eligible dependents through a reliable vision insurance provider. Human Resources can provide information regarding annual insurance provider and available plan. The plan is part of NCTD’s cafeteria plan (pre-tax payroll deductions for monthly premiums).
The benefits include:
- $10.00 co-pay for Annual Exam
- No charge for standard lenses every 12 months
- $125 retail allowance for frames every 2 years; OR $125 toward the contact lens.
Life Insurance: NCTD cares for its employees, and thus provides at no cost to the employee group life insurance in the amount of $50,000 (coverage includes Accidental Death and Dismemberment and Accelerated Death benefits). Additional life insurance is available for you and your eligible dependents at your expense. * Tax reporting is required for any amounts over $50,000, per IRS guidelines. Supplemental life insurance coverage premiums are deducted on a post-tax basis.
Long Term Disability Insurance: NCTD offers voluntary Long-Term Disability (LTD) insurance. You may elect units of $100 up to 60% of your hourly wage to a maximum of $6,000/month. Deductions are post-tax, coverage 24/7, limitations or exclusions, and benefits are payable to age 65 or for two years (whichever is longer).
Flexible Spending Account Plan: NCTD offers two core FSA plans and two Commuter plans. Health Care and Dependent Care plans are “Use It OR Lose It” calendar year plans (Jan. 1st – Dec. 31st). The Commuter Transit and Parking plans do not have a “use it or lose it” policy. Plans are as follows:
- Health Care Spending Account:
- May contribute up to amount specified annually by the IRS
- Dependent Care Spending Account:
- May contribute up to amount specified annually by the IRS (including limitations if married)
- Commuter Transit Accounts:
- May contribute up to amount specified annually by the IRS
Disability Insurance: Employees contribute to California State Disability Insurance (SDI). The current contribution rate is 1.1% of earnings and is totally paid by the employee. After the 7-day waiting period, SDI pays a percentage of employee’s salary up to a maximum of $1,540.00per week, for up to 52 weeks. SDI may be coordinated with Paid Time Off (PTO).
Accident Insurance: NCTD offers voluntary accident insurance. You may elect coverage for you and your dependents for a flat monthly rate. Deductions are post-tax.
Critical Illness Insurance: NTD offers voluntary Critical Illness insurance. You may elect coverage up to $10,000 in increments of $2,500, for you and between $2,500 - $5,000 for your dependents, not to exceed 50% of coverage amount. Deductions are post-tax.
Administrative Holidays: NCTD recognizes 10 paid holidays per year: New Year’s Day, Martin Luther King Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Veterans’ Day, Thanksgiving Day, Day After Thanksgiving, and Christmas Day.
PTO (Paid Time Off): All NCTD Regular, Probationary, and Limited-Term employees shall receive Paid Time Off (PTO). PTO shall be taken at reasonable times approved by the employee’s supervisor.
PTO shall be earned equally in each pay period during the year in accordance with the following schedule, based on the number of years of NCTD service completed:
- Tier 1: 0.00-1.99 Years of Service-120 Hours Per Year
- Tier 2: 2.00-4.99 Years of Service-184Hours Per Year
- Tier 3: 5.00-7.99 Years of Service-240Hours Per Year
- Tier 4: 8.00-19.99 Years of Service-272Hours Per Year
- Tier 5: 20.00 Years of Service-280Hours Per Year
Transportation Passes: All NCTD employees receive an identification “PRONTO Card” which can be used to ride the following NCTD/MTS transit services (BREEZE, FLEX, SPRINTER, COASTER, MTS Bus, Trolley) at no charge. Eligible family members also receive a pass for NCTD public transportation at no charge (paratransit excluded).
Bereavement Leave: NCTD offers paid bereavement leave.
Employee Assistance Plan:The EAP offers assistance in areas such as:
- Emotional Support
- Work/Life Balance
- Family Care
Please contact Human Resources should you have any questions regarding NCTD Benefits.