Job description
Overview:
NOTE: COVID-19 Vaccine Required for all new hires.
Under the direction of the Executive Director/VP Finance and Budget (ED/VP), the Administrative Assistant (AA) provides administrative support to the ED/VP in managing the portfolio of initiatives including strategy, results, priorities, goals and opportunities. In addition,the AA is responsible for ensuring the timely submittal of all external reporting requirements. The AA is a member of a critical cross-departmental Administrative Coordinating Team (ACT),comprised of executive assistants and administrative professionals, whose mission is to improve efficiency and communication across the organization. Responsibilities:
Bachelor’s degree in business, statistics, economics, project management or other related degrees preferred with work experience in an executive or legal assistant position a plus. Experience may be substituted for education on a case-by-case basis. Excellent Microsoft Word, Excel, PowerPoint and Outlook skills required.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable qualified individuals with
disabilities to perform the essential functions.
Salary Range: $59,808 - $70,274 (Depending on Qualifications)
Application
Candidate must be eligible to work in the United States. Long Beach Transit does not sponsor H-1B or other related work visas. COVID-19 Vaccine Required.
Equal Opportunity Employer
This job description is not intended to be a complete listing of all the job duties required of this position, but to provide information on the general scope of the position.
Thank you for your interest in working for Long Beach Transit. As a result of the ongoing COVID-19 (coronavirus) pandemic, we regret to inform you that all LBT job applications must be submitted online. We are taking this step out of an abundance of caution.
Thank you for your understanding.
Thank you for your understanding.
NOTE: COVID-19 Vaccine Required for all new hires.
Under the direction of the Executive Director/VP Finance and Budget (ED/VP), the Administrative Assistant (AA) provides administrative support to the ED/VP in managing the portfolio of initiatives including strategy, results, priorities, goals and opportunities. In addition,the AA is responsible for ensuring the timely submittal of all external reporting requirements. The AA is a member of a critical cross-departmental Administrative Coordinating Team (ACT),comprised of executive assistants and administrative professionals, whose mission is to improve efficiency and communication across the organization.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:
- Attends departmental meetings and develops a framework for ensuring that identified results are monitored, tracked and reported on
- Prepares tracking logs of intermediate outcomes and action plans that can be used as milestones
- Follows-up and reports on project progress using quantitative and qualitative measures
- Coordinates departmental communications, meetings and follow-up activities
- Ensures that documents, reports and talking points prepared by Finance staff for Board of Directors review or action are submitted in a timely and accurate manner, and are complete and of a high quality
- Assembles agency’s annual Fiscal Year Operating and Capital Budget Book and the Annual Comprehensive Financial Report (ACFR)
- Serves as recording secretary for LBT’s Pension Committee
- Plans, organizes and manages the logistics of department meetings, key performance indicator team meetings and workshops including arranging meeting rooms, and ordering all necessary supplies
- Oversees the file storage and retrieval process for the department
- Develops and maintains good working relationships with LBT management and external agencies
- Complies with all safety regulations as stated in the company safety program, and report safety-related accidents, incidents, and unsafe work conditions. Attends safety-training programs as required
- Other duties may be assigned
JOB DUTIES include:
- Drafts policies and procedures and creates department manuals and training material
- Creates spreadsheets, agendas, minutes, and outcome realization plans
- Develops creative, collaborative and analytical presentations using data visualization tools
- Coordinates all printing and binding for annual reports and other documents prepared by the Finance and Budget department
- Coordinates departments intern development program
COMPETENCIES:
- Analytical Thinking - Identifies, verifies, and prioritizes problems and sees them asopportunities
- Result Oriented - Translates organizational goals into action plans
- Contributing to Team Success - Motivates, energizes, and empowers direct reports, teams, and project members
- Builds Partnerships - Actively facilitates development planning with employees
- Communication - Shares accurate and critical information throughout the organization
ATTRIBUTES AND SKILL SETS
- Managing multiple projects and priorities simultaneously
- Demonstrating initiative
- Creating a climate of optimism
- Collaborating by working together through idea sharing and problem solving to a accomplish a goal
- Be open to new ideas and continuous improvement
- Positively communicates both orally and in writing
- Excellent grammar, spelling, punctuation and writing skills
- Strong organizational and management skills
- Maintains high degree of confidentiality at all times
- Project management skills necessary to plan, coordinate and implement
- Outstanding computer skills including Microsoft Office Suite (Word, Excel, PowerPoint and Outlook), Adobe and navigate in web-based environments
- Skillful analytical and problem-solving abilities
EDUCATION AND EXPERIENCE:
Bachelor’s degree in business, statistics, economics, project management or other related degrees preferred with work experience in an executive or legal assistant position a plus. Experience may be substituted for education on a case-by-case basis. Excellent Microsoft Word, Excel, PowerPoint and Outlook skills required.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable qualified individuals with
disabilities to perform the essential functions.
Upon Request, a Driving Record printout is required with application (must be current within the 30 days of the printout).
Salary Range: $59,808 - $70,274 (Depending on Qualifications)
Application
Apply online at www.ridelbt.com/careers Online applications must include past work history and be fully completed to be considered. Resumes will not be accepted in lieu of a complete online application.
Candidate must be eligible to work in the United States. Long Beach Transit does not sponsor H-1B or other related work visas. COVID-19 Vaccine Required.
Equal Opportunity Employer
Successful candidate must pass agency physical, drug and alcohol examinations.
Long Beach Transit, 1963 E. Anaheim St., Long Beach, CA 90813
This job description is not intended to be a complete listing of all the job duties required of this position, but to provide information on the general scope of the position.
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