Executive Administrative Assistant
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Description
Join our Transit Systems and Asset Support team as an Executive Administrative Assistant!
As an Executive Administrative Assistant, you will provide high level administrative support to an Executive Director of a division under minimal supervision. This role coordinates a broad variety of administrative processes and activities such as database, budget, and HR maintenance and reporting communications and management of supervisor(s) and/or departments multiple calendars and events. You will review administrative work procedures, policies and operational methods identify and document as applicable: Standard Operating Procedures best practices appropriate filing and audit mechanisms financial and performance metrics reporting and regulatory and compliance systems. As well as train, coordinate work of other administrative or temporary staff.
The Executive Administrator uses initiative and an advanced knowledge of administrative skills, methods, innovation, analysis, and reasoning to choose appropriate alternatives from among pre-defined policies and procedures to complete work that includes successive steps and involves some non-routine problems and/or decisions but generally not complex.
The Executive Administrative Assistant job is distinguished from the Senior Administrative Assistant in that it provides administrative support to a division Executive Director and performs work under minimal supervision. Supervisor provides objectives, deadlines and specific instructions only for new, difficult, and/or unusual work. Exercises independent judgment in a variety of complex administrative support functions. Completes majority of activities without direction and informs supervisor of on-going progress and/or potentially controversial matters.
This position requires a minimum of five (5) days per week in-person.
Ensure a commitment to safety through consistent and professional behaviors in performance of job requirements that demonstrate safety is a fundamental value that guides all aspects of our work. Perform related duties as required.
Serve as a good steward of TriMet by regularly utilizing our transit system to maintain a strong and current understanding of customers’ experiences and of TriMet’s product and service offerings.
Essential Functions
1. Independently responds to and composes correspondence, requiring knowledge of managers views, philosophy, and basic understanding of technical or divisional matters. Reviews administrative work procedures, policies, and operational methods. Identifies and documents as applicable: Standard Operating Procedures best practices appropriate filing and audit mechanisms financial and performance metrics reporting and regulatory and compliance systems. Assists in the preparation of contracts.
2. Creates forms, charts, tables and spreadsheets involving data manipulation from one or multiple sources performs intermediate-level analysis, which includes basis statistics and math. Data entry of information into spreadsheets and databases. Runs reports from spreadsheets and databases.
3. Approves appropriate expenses, purchases and reimbursements per division budget. Creates and maintains financial records which may include preparing forms verifying appropriateness and accuracy of charges processing and reconciling expenses, accounting transfers, and/or appropriation changes updating financial transaction spreadsheets and databases. Generates summary reports and statistics. Maintain accounting balances for grants/contracts.
4. Manages supervisors and/or division calendar which may include complex scheduling arrangements involving multiple parties and conferences, travel, etc. Sets-up and cancels meetings based on knowledge of subject and attendees. Coordinates large scale and/or complex events and ensures that all logistics such as advertising, registration, speakers, travel arrangements, venues, catering, technology, etc. have been completed.
5. Screens and prioritizes incoming calls provides information via phone, e-mail, etc. May represent supervisor as directed. Responds to inquiries and may provide basic interpretation of policies and procedures. Researches information to resolve problems or issues as related to inquiries.
6. Prepares and maintains files. May serve as Divisional Records Governance Liaison in accordance with TriMets Records Governance Policy.
Position Requirements
A HS diploma/G.E.D. or equivalent is required.A minimum of six (6) years total credited experience*.
At least six (6) years of experience in a responsible administrative or secretarial position are required.
Or any equivalent combination of training or experience.
- The amount of credit a candidate receives for prior years of experience is based on the relevancy of that experience to the required or preferred prerequisites of the job description. Experience is prorated based on hours worked. LRHR assigns and validates the credited experience.
Selection Criteria
Type of Position / Grade / FLSA
Grade 12, Non-Exempt, Non-Union, Full-Time
Wage
Range
Minimum: $33.14/hour
Maximum: $49.71/hour
Salary offers will be determined by a candidate’s education, training and relevant experience. Any final offer of employment will fall within the range stated above. For transparency, we choose to list the full available grade range, however, TriMet’s salary administration process will ultimately determine the final salary offered.
Selection Process
Candidates will be selected based at a minimum on the result of:
1. Application Review (please include: Cover Letter and Resume)
2. Computer Testing
3. Panel Interviews
Supplemental Information
Make sure you describe in detail how your education, training and work experience fit with this role. You are encouraged to attach a resume, cover letter, training certificates and/or letters of recommendation with your application. You are permitted five attachments of less than 5MB each.
Internal applicants: Information in your personnel file will not be used in lieu of information requested on your application. Incomplete applications will not be considered.
If you are a qualified veteran and would like to apply for veterans preference points, you will need to reflect your status on the application and attach supporting documentation at the time of application submission.
If you need accommodation under the Americans with Disabilities Act for any part of the application process, contact our Human Resources staff at 503-962-7505, or the TTY line at 7-1-1. Note that we require a minimum of two workdays notice prior to the need for accommodation.
TriMet is an equal opportunity employer, committed to developing an organization that is reflective of and sensitive to the needs of the diverse community we serve, including veterans, the elderly, and individuals with disabilities.
ADA Statement
As applied to the workplace, applicants and employees must be qualified to perform the essential functions of the job with or without reasonable accommodation. Essential functions may include required job functions performed infrequently as well as production standards related to the quality and quantity of work.
If a person with a disability could meet job qualifications with a reasonable accommodation, TriMet will work with the employee to accommodate the need. If TriMets accommodation is effective in allowing the employee to perform the essential functions of the job, it need not be the employees preferred accommodation.
Regular Full-Time or Limited Term Full-Time
Non-Union Employee Benefits
A regular full-time, non-union employee is an employee who works a minimum of 30 hours per week. A limited term, full-time employee must be hired for six or more months, have a predetermined ending date, and work a minimum of 30 hours per week.
Medical Plan Options
- Regence Non-Union PPO 80/20 – Deductible: $300 Individual/$900 Family Office Visit: 20%, after deductible Out-of-Pocket Max: $2,300 Individual/$6,900 Family Prescription Drugs: $10 Generic/$25 or 20% Formulary/50% Non-formulary. Benefits listed are for in-network, preferred providers.
- Regence Non-Union Health Savings Account (HSA) – Deductible: $1,600 Individual/$3,200 Family Office Visit: 20%, after deductible Out-of-Pocket Max: $5,000 Individual/$10,000 Family Prescription Drugs: 20%, after deductible. Benefits listed are for in-network, preferred providers.
- Kaiser Permanente EPO – No deductible Office Visit: $10 copay Out-of-Pocket Max: $600 Individual/$1,200 Family Prescription Drugs: $10 copay.
Dental Plan Options
- Delta Dental of Oregon, provided by Moda – Preventive Services paid at: 100% Basic Services paid at: 80% Major Services paid at: 50% $2,000 max benefit per person/year Orthodontia paid at: 50% to $3,000 lifetime max/person.
- Kaiser Dental – $10 Copay Preventive Services paid at: 100% Basic Services paid at: 80% Major Services paid at: 50% $2,000 max benefit per person/year Orthodontia paid at: 50% to $3,000 lifetime max/person.
Waive Medical and Dental Coverage – TriMet non-union, exempt employees who waive their medical and dental coverage through TriMet and provide proof of coverage outside of TriMet, will receive $250 per month as taxable income.
Medical and Dental Rates – Non-union employees working 30+ hours/week pay 6% of the total monthly premium for medical and dental. Non-union employees working 20-29 hours/week pay 25% of the total monthly premium.
Medical and Dental Rates – Non-union employees working 30+ hours/week pay 6% of the total monthly premium for medical and dental. The rates below reflect the employees portion of the monthly premium.
Rates effective January 1, 2024
Regence Non-Union 80/20 PPO
Employee: $ 46.02
Employee & Spouse: $ 96.62
Employee & Child(ren): $ 80.52
Employee & Family: $ 128.84
Regence Non-Union HSA
Employee: $ 40.16
Employee & Spouse: $ 84.34
Employee & Child(ren): $ 70.28
Employee & Family: $ 112.46
Non-Union HSA Employer Monthly Contribution
Employee: $ 62.50
Employee & Spouse: $125.00
Employee & Child(ren): $125.00
Employee & Family: $125.00
Kaiser Permanente EPO
Employee: $ 43.76
Employee & Spouse: $ 87.52
Employee & Child(ren): $ 78.78
Employee & Family: $ 131.284
Delta Dental of Oregon
Employee: $ 4.16
Employee & Spouse: $ 7.84
Employee & Child(ren): $ 7.88
Employee & Family: $ 11.84
Kaiser Dental
Employee: $ 3.96
Employee & Spouse: $ 7.50
Employee & Child(ren): $ 7.54
Employee & Family: $ 11.30
Employee Assistance Program (EAP)
TriMet employees have access to the EAP through Canopy. The EAP is a free, confidential resource available to help employees (and their household members) with lifes everyday issues. It also provides many other services including, but not limited to: counseling sessions, webinars, financial coaching, home ownership program, and online access to a wealth of information and resources.
Wellness Program
TriMet supports health and wellness through our Wellness Matters Program. Annual wellness offerings include: onsite biometric screening and flu shot clinics.
Flexible Spending Accounts
- Health Care Spending Account – Allows employees to set aside pre-tax dollars to pay for medical, vision, and dental expenses not covered by their health plan.
- Dependent Care Spending Account – Allows employees to set aside pre-tax dollars to pay for dependent care expenses.
- Limited Flexible Spending Account – Allows employees enrolled in the Regence HSA plan to set aside pre-tax dollars to pay for vision and dental expenses not covered by their health plan.
Available to eligible, non-union employees working at least 20 hours/week, 90-day waiting period, pays 60% of the employees salary to a maximum of $10,000/month.
Life and Accidental Death & Dismemberment (AD&D) Insurance
Basic Life and Accidental Death & Dismemberment (AD&D) Insurance – TriMet provides Basic Life and AD&D Insurance to assist employees and their families in the event of death or dismemberment.
Benefit Amount: 1x annual earnings, $150,000 max
Voluntary Life and AD&D Insurance – Employees may purchase additional life and AD&D insurance for themselves, spouse/domestic partner, and their child(ren). Employees pay the full cost for this insurance and must elect coverage for themselves in order to elect coverage for their dependents.
Employees may purchase one or more of the following voluntary coverages:
Hospital Indemnity insurance helps keep your finances on track when you are in the hospital. It pays you or a covered family member directly and you can use it to help cover costs such as copays, deductibles and living expenses.
Critical Illness insurance can help with costs from a serious illness that your medical insurance does not cover. It pays you or a covered family member a lump sum to use toward expenses like deductibles, groceries or childcare during recovery.
Accident insurance can help with costs that medical insurance does not cover if you are hurt in an accident. It pays you or a covered family member directly and you can use it toward your deductible, copay or daily expenses during recovery.
Pension
Defined Contribution Plan 401(a)
TriMet provides a defined contribution pension plan to non-union employees. TriMet matches the equivalent of 10 percent of a non-union employees base pay into an investment account each pay period. The employee also has the option of contributing up to 15 percent of his/her base pay pre-tax to the account each pay period. The employee directs the investment of the employees individual account. The employee is vested in the account after three years of service.
Deferred Compensation Plan 457
A Deferred Compensation Plan Section 457 (a plan for public employees) allows the employee to build retirement savings with pre-tax dollars to supplement pension, Social Security and private investment.
S ic k Leave
Employees receive 12 sick days of leave for a total of 96 hours (8 hours x 12 days) each January 1. Unused sick leave can be carried over to a maximum of 1,700 hours (212.5 days). Employees hired mid-year receive a prorated amount of sick leave for the first year hired. Upon separation, 60% of accrued sick leave is deposited into your 401(a) account up to a maximum of 1,700 hours.
Holidays
Non-Union employees have one day off with pay on each of the following holidays: New Years Day, Martin Luther King Jr. Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Thanksgiving, the day following Thanksgiving, and Christmas.
Personal Days
Each regular non-union employee is allotted six (6) personal days with pay to be used within the calendar year. Employees hired mid-year receive a prorated amount of personal day for the first year hired.
Va c a tions
Employees accrue vacation eligibility for each continuous full year of service effective on the date of hire anniversary. For employee hired on or after November 15, 2012, the following schedule will apply:
Years of Service Weeks of Vacation
Upon employment* 3 weeks
After 3 years 4 weeks
After 8 years 5 weeks
- During the first year of employment with TriMet if employment is terminated the three weeks of vacation are not eligible for payout. Other than during the first year of employment, if employment is terminated, both the employees banked vacation, and the vacation that has accrued ratably since the employees last date of hire anniversary is eligible for payout in accordance with this policy.
F r e e Transit Pass
All active employees, their spouses/domestic partners, and eligible* dependents are eligible for a photo identification badge, which is honored as a bus/MAX pass on all lines of the District.
- Child dependents are eligible for a free transit pass up to age 19, or age 24 if living at home and attending school full-time.
F r equen t Flyer Mileage
Frequent flyer miles (miles flown on business or resulting from a business expense) may be applied to personal frequent flyer miles.
T EI Membership
TriMets corporate fitness center (TEI) is available to employees, and their spouse or eligible domestic partner, at five locations. Membership dues are only $13.00 per month for TriMet employees and an additional $6.00 per month for a spouse or eligible domestic partner.
NOTICE: The information contained in this document is intended solely to provide general information regarding the benefits offered by TriMet. This information is subject to change at any time. Revised: 12/12/2023 Last Date For Apply: 2024-07-13 00:00:00 Job Type : FULL_TIME, Employment Type : FULL_TIMEApply Here
