The Executive Assistant / Clerk of the Board position performs a variety of executive support work for the CEO. This position coordinates the public 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, MTS Audit Oversight Committee and the San Diego Regional Building Authority. The Executive Assistant / Clerk of the Board ensures coordination with MTS Clerks for other MTS Committees. This position also serves as the filing coordinator for all required Fair Political Practices Commission filings.
Application Review: Priority will be given to applications received by May 12, 2025.
The position will remain open until filled.
Essential Functions
Executive Assistant - Schedules meetings for the CEO, reserves and sets up meeting rooms with equipment and documents.
- Screens phone calls for the CEO.
- Routes for CEO approval and signature all relevant documents including purchase requests, contracts, and the signing of checks.
- Upon CEO request, coordinates business travel arrangements.
- Works with Procurement department in preparing the CEO's Report Agenda Item for MTS Board of Director's meetings detailing information on purchase requests and contracts signed by the CEO.
- As requested, provides other administrative support for the CEO.
- Complies with MTS policy regarding purchasing card transactions and documentation.
- Conducts notarial functions for MTS for all documents requiring a notary public.
- Forwards verbal and written inquiries from members of the public to applicable staff person in consultation with Manager of Government Affairs.
- Provides administrative support for other members of the administrative office as needed and assigned by the CEO or Manager of Government Affairs.
Clerk of the Board - Serves as Clerk of the Board of the Directors, Executive Committee, Audit Oversight Committee, and San Diego Regional Building Authority.
- Publishes and posts all Board and Committee meeting notices within prescribed legal requirements to ensure that MTS maintains compliance with the Brown Act.
- Oversees the distribution of meeting materials for all MTS Board and Committee meetings.
- Maintains all open and closed session Board-related information, as well as all historical information related to the function and composition of the Board.
- Creates and maintains all Board and Committee meeting instructional process documents for meeting materials and virtual/in-person meeting participation.
- Creates consistent virtual meeting platform links for all Board and Committee meetings.
- Sets up and attends all Board-related meetings.
- Transcribes meeting minutes for all Board of Directors, Executive Committee, Audit Oversight Committee, and San Diego Regional Building Authority meetings.
- Submits documentation for the payment of meeting stipends to MTS Board of Directors.
- Attends all other MTS Committee meetings to serve as support to Committee Clerks.
- Acts as main staff point of contact for other MTS Committee Clerks to advise on meeting processes and procedures.
- Maintains MTS Meetings page on website with copies of required meeting materials.
- Maintains MTS YouTube Meeting page with copies of video recordings of MTS Board and Committee meetings.
- Assists MTS Board of Directors in 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.
- Submits in a timely and accurate manner all County of San Diego and State of California MTS filings for Statement of Information and Registry of Public Agency forms.
- Serves as the filing coordinator for all required Fair Political Practices Commission (FPPC) filings including, but not limited to, Statements of Economic Interests (Form 700), Payment to Agency Reports (Form 801), Agency Report of: Ceremonial Role Events and Ticket/Admissions Distributions (Form 802), and Agency Report of Public Official Appointments (Form 806).
- Maintains and facilitates the Annual, Assuming, and Leaving Office Statements of Economic Interest submittals for Board Members, consultants and designated MTS staff.
- Maintains State-mandated Ethics training certificates (AB 1234) from all applicable Board Members, consultants, and designated MTS staff.
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 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; works effectively under pressure and deadlines; 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; knowledge of Brown Act requirements for the facilitation of Board of Directors and Committee meetings; exercises good judgement and maintains confidentiality of critical and sensitive information, records, reports, plans, and strategies.
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 may at times require more than 8 hours per 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 is required, bachelor's degree preferred. At least three years of increasingly responsible full-time administrative assistant experience providing office and administrative support to high-level 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.
SALARY GRADE: Salary offers are based on factors such as the knowledge, skills, abilities, and relevant experience of the successful candidate, while taking into account internal equity, budget constraints, and other market factors.
This position is in salary grade , which has a minimum of $72,303 and a maximum of $102,671. Salary grades are typically adjusted annually to ensure they remain market competitive.
DISCLAIMER: The above described job elements are intended to indicate the general nature and levels of work being performed by employees assigned to the job. They are not intended to be an exhaustive list of duties, responsibilities and skills required of employees so classified. Management retains the discretion to add to or change the duties of the position at any time.
EEO is The Law - Equal Opportunity Employer Minorities/Women/Protected Veterans/Disabled MTS is an Equal Opportunity Employer with an ongoing commitment to treat all people, including customers, co-workers and the public at large, with dignity and respect. As a public transportation agency, MTS is committed to providing an inclusive workplace that reflects the diverse communities in which we work and live.
MTS supports and promotes an environment that is free of discrimination and harassment. MTS recruits, hires, trains and promotes individuals without regard to race, color, sex, religion, ancestry, national origin, age, gender, marital status, medical condition, pregnancy, physical or mental disability, genetic information, gender identity, gender expression, sexual orientation and military status, veteran status or any other status protected by federal, state or local law.
MTS encourages veterans, military spouses and people from different backgrounds to apply for open positions for which they are interested. Additionally, MTS employees are encouraged to refer qualified candidates from all backgrounds and age groups. At MTS . click apply for full job details