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Los Angeles County Metropolitan Transportation Authority

Job Specification

EXECUTIVE ADMINISTRATOR TO THE CEO

 

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Pay Grade
H1M ($86,153.60 - $107,681.60 - $129,209.60)
Job Summary

Provides complex administrative and analytical support to the Chief Executive Officer (CEO).

Duties and Responsibilities
  • Coordinates day-to-day general office activities and ensures completion of administrative support projects

  • Coordinates travel arrangements for the CEO

  • Attends meetings, takes notes, and reports details on behalf of the CEO

  • Prepares expense reports for the CEO and ensures all information is accurate

  • Prepares complex narrative, numerical, and statistical reports, and composes letters and memorandums

  • Conducts a variety of special assignments involving analysis, research, data compilation, and report preparation

  • Maintains confidential files and materials, including personnel records of executive staff members

  • Plans, schedules, and monitors administrative activities within the Office of the CEO; assigns work as needed among administrative staff

  • Proofreads all material for the CEO’s signature approval; follows up on any corrections or changes needed

  • Develops, maintains, and oversees filing systems, records, and logs, including computerized database files

  • Develops office systems and procedures; prepares procedure manuals

  • Supervises other administrative staff

  • Contributes to ensuring that the Equal Employment Opportunity (EEO) policies and programs of Metro are carried out

May be required to perform other related job duties

Essential Knowledge, Skills and Abilities

Knowledge of (defined as a learned body of information that is required for and applied in the performance of job tasks)

  • General office practices and procedures

  • Applicable local, state, and federal laws, rules, and regulations pertaining to a public agency

  • Agency rules and procedures

  • Basic agency policy/leadership/managerial command positions on the major issues facing the authority

  • English grammar, punctuation, and spelling

  • Recordkeeping procedures

  • Personal computer usage and applicable business software applications


Skill in (defined as the proficient manual, verbal, or mental utilization of data, people, or things)

  • Exercising good judgment, taking initiative, and working independently

  • Coordinating and implementing procedures for effective workflow

  • Communicating effectively orally and in writing

  • Interacting professionally with various levels of Metro employees, Board members, elected officials, and the general public

  • Typing accurately at 40 net words per minute

  • Operating computers and a variety of general office equipment


Ability to (defined as a present competence to perform an observable behavior or produce an observable result)

  • Manage several concurrent projects

  • Meet timelines and deadlines

  • Handle confidential and politically sensitive information

  • Understand, interpret, and apply laws, rules, regulations, policies, and procedures

  • Set up and maintain complex filing systems

  • Format letters, memoranda, and reports in an appropriate business style

  • Proofread work; identify and correct errors

  • Read, write, speak, and understand English

Minimum Qualifications

A combination of education and/or experience that provides the required knowledge, skills, and abilities to perform the essential functions of the position. Additional experience, as outlined below, may be substituted for required education on a year-for-year basis. A typical combination includes:

Education

  • Bachelor's Degree in Business, Public Administration, or a related field

Experience

  • Five years of relevant experience performing administrative and analytical support work for an executive 

Certifications/Licenses/Special Requirements

  • 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
Special Conditions

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.

Working Conditions

  • Typical office situation

  • Close exposure to computer monitors and video screen

Physical Effort Required

  • 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

 

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Job GroupJob Class CodeFLSA StatusDate OriginatedDate Revised
Non-Contract9756Exempt04-NOV-21-

Disclaimer
This classification is at-will and the incumbent serves at the pleasure of the hiring authority when classified as an Intermittent, Emergency, or Temporary employee and/or is assigned to the Office of Inspector General (OIG) or Board Clerk's Office.

This job specification is not to be construed as an exhaustive list of duties, responsibilities, or requirements.

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