Management Administrative Assistant ID-15331
Job Description
VTA’s External Affairs Team is seeking a Management Administrative Assistant to help maintain vendor relationships and contracts, support the Management Analyst, and assist multiple departments with administrative initiatives. This role is critical to help us keep communications flowing with our riders and the community. If you’re the person who delights in the details, we’d love to have you join our team!
Definition
Under general supervision, a Management Administrative Assistant performs responsible, varied, and confidential clerical and administrative duties in relieving an administrator and/or staff of routine administrative detail.
Distinguishing Characteristics
Positions in this class support a manager by organizing the activities and office of the manager that allows for more effective use of the manager's time as well as providing support for the unit's activities. The Management Administrative Assistant differs from lower-level clerical classes because the latter are engaged in tasks that arise from the work of the unit and are not doing tasks primarily in support of the unit's manager. Positions in the Management Administrative Assistant classification may supervise lower-level clerical positions.
Positions in this class are distinguished from other secretarial classes in that the manager supported is a non-represented manager, and matters of a confidential nature are part of the duties of this class.
The Ideal Candidate
First and foremost, we are looking for a quick learner, someone who thrives in a fast-paced environment and can adapt to changing priorities with ease. Strong communication skills are essential, as the successful candidate will regularly interact with vendors and suppliers. We need someone who can effectively convey our requirements, negotiate favorable terms, and build positive relationships with our partners.
Organization is key in this role, and the ideal candidate should excel at maintaining meticulous records and files. They should have a keen eye for categorization and possess the ability to retrieve information quickly and efficiently when needed. This role will also support community engagement efforts by ordering and organizing promotional materials as well as preparing materials for community events.
About the Communication Division
The Communications Division, led by Patrice Smith, Chief Communications Officer, encompasses VTA departments that disseminate information and engage with the public. Our Media Relations team conducts interviews with news media and pitches stories proactively that help our community understand not only what we do, but who at VTA is doing it and how. Customer Service provides the assistance our passengers need to navigate our system smoothly and successfully. Creative Services develops all the designs you see on our buses and trains and promotions and almost anything else that is branded “VTA.” Community Outreach ensures that the residents of Santa Clara County are informed and involved in the critical transportation infrastructure initiatives affecting their neighborhoods and lives. And our Marketing team shouts the benefits of VTA to the rooftops of Santa Clara County, so everyone knows what services we offer and why they should use them.
These teams work collaboratively to support the fundamental mission of VTA: to provide solutions that move people to their jobs, education centers, recreational activities, appointments, home, and more, allowing us to meet the varied needs of Santa Clara County’s diverse population.
About the Community Engagement Department
The VTA Community Engagement Team is committed to sharing up-to-date planning and construction project information with residents, businesses, stakeholders, and the general public. As an integral part of Government & Public Affairs, we engage with the public and welcome participation and feedback on critical transportation initiatives impacting their neighborhoods and their lives.
Our core professional team values:
- Inform and engage our communities including providing information in the language of the community
- Build and maintain strong relationships with internal and external stakeholders
- Apply best and innovative communication and outreach practices.
About VTA
The Santa Clara Valley Transportation Authority employs more than 2,000 people dedicated to providing solutions that move Silicon Valley. Unique among transportation organizations in the San Francisco Bay Area, VTA is Santa Clara County’s authority for transit development and operations (light rail and bus), congestion management, transportation-related funding, highway design and construction, real estate and transit-oriented development, and bicycle and pedestrian planning. With local, state, and federal partners, VTA works to innovate the way Silicon Valley moves and provide mobility solutions for all.
Santa Clara Valley Transportation Authority (VTA) is an independent special district that provides sustainable, accessible, community-focused, innovative, and environmentally responsible transportation options promoting the region's vitality. VTA provides bus, light rail, and paratransit services and participates as a funding partner in regional rail services, including Caltrain, Capital Corridor, and the Altamont Corridor Express.
Our Community
Santa Clara County, sometimes referred to as “Silicon Valley”, is unique for its innovation, natural attractions, and social diversity. With numerous amenities and perfect weather, it has long been considered one of the best places in the United States to live and work. calendar of festivals and celebrations supports the community spirit. Nearby open space provides easy access to mountain parks, trails, lakes, streams, and beautiful coastal beaches. San José has received accolades for its vibrant neighborhoods, healthy lifestyle, and diverse attractions from national media, including Business Week and Money magazines.
The county’s population of 1.9 million is the largest in Northern California and is rich in ethnic culture and diversity. Enjoy access and the option to explore our closely neighboring counties of San Francisco and Alameda.
Classification Bargaining Unit: Non-Represented
Recruitment Timeline
Application Deadline: March 31, 2025 @ 11:59pm
Written Exam: Week of April 15-18, 2025
Interviews: Week of May 5-9, 2025
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Essential Job Functions
Typical Tasks
- Maintains the manager's calendar and reminds the manager of appointments; makes travel arrangements for division/department staff;
- Establishes and maintains subject matter files in connection with the work under the manager's control;
- Screens telephone calls and visitors; receives complaints and requests and handles or routes them for necessary action;
- Handles room arrangements and correspondence for group meetings on behalf of the manager; prepares and transmits agendas;
- Disseminates information to callers and visitors requiring judgment, knowledge, and interpretation of departmental procedures and regulations;
- Takes minutes of meetings and distributes copies;
- Prepares forms required for personnel transactions, requisition forms, purchase orders, and maintains records of time worked, overtime and absences;
- Composes routine correspondence from notes or brief instructions for manager;
- Conducts and independently carries out a variety of assigned special projects related to the activities of the department;
- Types a variety of documents including correspondence, reports, technical specifications, minutes of meetings, financial statements, memoranda, lists, and other written materials or documentation using word processing equipment, software, or other office equipment;
- Proofreads word processing documents and computer entries; copies and assembles materials;
- Operates a variety of office equipment, including personal computer, calculator, telephone, fax, photocopier, etc.;
- Opens manager's mail and determines appropriate disposition, and processes outgoing mail;
- Maintains office equipment including contacting service and repair personnel;
- Orders supplies, subscriptions, and memberships for work unit staff; maintains controls over petty cash;
- Learns specialty software programs of assigned unit;
- Trains, assigns, and reviews work of clerks assigned to the unit;
- Performs program administration tasks as assigned;
- Performs related work as required.
Minimum Qualifications
Employment Standards
Sufficient training, education, and experience that demonstrate possession of the following knowledge, skills, and abilities.
Development of the required knowledge, skills, and abilities is typically obtained through training and experience equivalent to completion of the 12th grade or equivalent and three years of administrative/clerical experience that has provided an opportunity to become proficient with computer software programs such as word processing and spreadsheets, and possession of the following knowledge and abilities.
Type accurately at the net rate of 30 wpm.
Supplemental Information
Knowledge of:
- Basic office administrative practices and procedures, including business letter writing and the operation of common office equipment such as typewriters, calculators, copy machines, facsimiles, and personal computers (with common software such as word processing, data base, and spreadsheet software);
- Record keeping, filing, and report preparation;
- Correct English usage, including spelling, grammar, and punctuation;
- Basic mathematics.
- Interpret and apply office policies and procedures;
- Perform tasks in support of a manager (i.e., maintaining a calendar, making travel arrangements, performing reception duties);
- Use discretion in organizing activities and setting priorities;
- Operate modern office equipment, including personal computers;
- Gather and compile information, prepare reports and numerical summaries;
- Type a variety of documents including correspondence, reports, technical specifications, minutes of meetings, financial statements, memoranda, lists, and other written materials or documentation using word processing equipment, software, or other office equipment;
- Analyze information and materials and formulate conclusions based upon prescribed policies and procedures;
- Establish and maintain effective relationships with those contacted in the course of work;
- Organize work, set priorities, and adjust to frequently changing priorities; meet critical deadlines and follow up on assignments with a minimum of supervision;
- Maintain records on a computerized data base;
- Learn specialty software programs specific to the unit;
- Type accurately at a net rate of 30 wpm
What’s in it for You?
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Work/Life Balance: 40-hour work weeks, and a flexible/hybrid remote schedule.
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Health: VTA participates in a CalPERS-sponsored medical plan with VTA contribution to employee and dependent premium health insurance premiums. Employees pay a monthly contribution of any amount in excess of the Kaiser Bay Area Family rate.
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Flex Spending Account: $300 employer-funded Health FSA for eligible employees
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Vision: VSP full premium for employees and eligible dependents
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Dental: Delta Dental full premium for employees and eligible dependents
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Leave: 17 days of vacation (accrued), 80 Hours of sick time (accrued), 12 paid holidays per year, and 1 floating holiday per year.
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Retirement:
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Participation in CalPERS
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Classic Members: 2%@55
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PEPRA Members: 2%@62
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457 Deferred Compensation Plan (voluntary)
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457 pre-tax
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457 Roth
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Self-directed brokerage account option for qualifying employees
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Retiree medical coverage for eligible employees with VTA contributions to the retiree’s medical premium
Additional perks:
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All active full-time employees and their eligible dependents are eligible for transit passes for use over VTA lines, including VTA Paratransit services.
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Employee Assistance Program (EAP) is available to each employee, eligible dependent, and household member, 24 hours a day, seven days a week.
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Tuition Reimbursement
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Professional Development Fund
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Wellness Programs
For more information about our VTA Forward Plan, visit: https://www.vta.org/VTAForward.
General Instructions
Please read this entire job announcement before applying for the position. Print and keep a copy of this announcement so that you can refer to it. Questions not answered within this job announcement may be sent to personnel@vta.org.
To ensure consideration, completed applications must be submitted online to the Human Resources department by the stated closing time and date posted.
When the stated closing date is “continuous,” apply immediately; the position may close without notice. You will receive an immediate email confirming receipt of your submitted application. If you do not receive this email, contact NEOGOV's Applicant Assistance Line at (855) 524-5627 between 8:00AM to 5:00PM (PST) Monday through Friday, excluding holidays.
Only on-line applications will be accepted for this recruitment (paper applications or resumes will not be accepted). Job Interest Notification Cards, or copies of previous, partial, or un-submitted applications, are not an acceptable substitute to a completed application.
ALL APPLICATION AND TESTING NOTIFICATIONS WILL BE SENT BY E-MAIL. Applicants should select e-mail as the preferred method of notification. Candidates must maintain an up-to-date, valid and reliable e-mail address. Candidates are also responsible for maintaining up-to-date phone numbers and addresses on their on-line account. Due to the number of applications received, candidates must check their application status through their on-line account. Contact NEOGOV for assistance if needed.
Information on how to apply for jobs at the VTA is available on the VTA Employment website and from the NEOGOV's Applicant Assistance Line (855) 524-5627. NEOGOV Applicant support is available from 8:00AM to 5:00PM (PST) Monday through Friday, excluding holidays.
Americans with Disabilities Act Accommodations
The Human Resources Department will make reasonable efforts in the recruitment/examination process to accommodate applicants with disabilities. If you wish to request an accommodation, .
Application Processing Information
All related current and past work experience (including VTA experience) must be listed and fully described in the Work Experience section of the application ("See Resume" is not acceptable). Incomplete or improperly completed online applications may be rejected even if you are qualified for the position for which you are applying. It is your responsibility to ensure that the online application reflects the work experience and education needed to meet the requirements for the position you are applying for. Although your resume may have all your experience and education details, please make sure to complete each section of the online application to ensure that your information is accurately captured during our screening process.
Important: Proof of Education, either as a copy of a diploma or transcript, is required to verify all educational units listed on your application. Official transcripts are not necessary. Copies of diplomas, degrees, transcripts, or foreign transcript evaluations must be attached to the submitted application as a pdf.
Note: Failure to provide all of the required documents in the appropriate format (pdf ONLY), and properly labeled as shown in the example (for example: Smith_J BS Diploma), will result in the application being rejected as incomplete. No exceptions will be made.
Note: Applicants holding degrees or credentials from outside the United States who are using these qualifications exclusively to qualify for a position are required to provide a foreign transcript evaluation as a pdf and properly labeled as shown above. Failure to provide a foreign transcript evaluation will result in the application being rejected as incomplete. No exceptions will be made.
All applications are subject to review as to meeting minimum qualifications at any point in the recruitment process. Passing any step is no guarantee of continuation if it is determined that the applicant does not meet the minimum qualifications as stated in the class specification.
Candidates found to have exaggerated/falsified their qualifications, experience, training, and/or education may be disqualified at any point in the recruitment process and may be denied future employment with the VTA.
If selected for the position, candidates will be required to complete a criminal conviction disclosure form. Candidates who successfully become VTA employees, and fail to disclose any of the criminal background information as required may be subject to discipline up to and including discharge.
Eligible Lists typically remain in effect for six (6) months. However, Human Resources may abolish Eligible Lists at any time during the six (6) month period. Human Resources may extend eligible Lists for up to two (2) years. Eligible Lists may be used for more than one recruitment. If you have questions related to an Eligible List you might be on or were on, you should contact Human Resources.
If you have questions regarding your status as an applicant for this position, please call the Human Resources Department at (408) 321-5575 or email at Personnel@vta.org.
VTA is an equal employment opportunity employer. VTA does not and will not tolerate discrimination against applicants or employees on the basis of age, ancestry, color, marital status, mental or physical disability, genetic information, national origin, immigration status, political affiliation, race, religion, creed, sex, gender identity, gender expression, sexual orientation, pregnancy, medical condition, disabled veteran or veteran status, etc.
