Deputy Assistant District Secretary (Pool Posting)

Ride BART to a satisfying career that lets you both: 1) make a difference to Bay Area residents, and 2) enjoy excellent pay, benefits and employment stability. BART is looking for people who like to be challenged, work in a fast paced environment, and have a passion for connecting riders to work, school and other places they need to go. BART offers a competitive salary, comprehensive health benefits, paid time off, and the CalPERS retirement program.

All San Francisco Bay Area Rapid Transit District (BART) employees are required to be fully vaccinated against COVID-19 as a condition of employment. You will be required to show proof of your completed COVID-19 vaccination prior to receiving a final offer, unless you receive a COVID-19 Vaccination reasonable accommodation due to a medical condition or a religious exemption due to an approved sincerely held religious belief that prohibits you from receiving a vaccine. BART will review requests for a reasonable accommodation or religious exemption on a case-by-case basis. Documentation may be required. For questions, please contact BART Human Resources, Leave Management at HRDP@bart.gov.

District Secretary's Office

BART offers comprehensive compensation and benefits programs. Benefits include CalPERS pension; excellent medical (effective January 1, 2023 current employee cost $160.96 monthly for most plans), vision, and dental coverage; supplemental insurances; paid holidays and vacation; as well as two investment programs, one of which is entirely funded by BART. BART does not participate in Social Security. Complimentary BART passes for employee and qualifying dependents.

Non-Represented Pay Band 06

Minimum: $106,187.00/year - Maximum: $160,874.00/year

Note: The initial salary offer will be between $106,187.00/year - $135,937.00/year, to commensurate with education and experience.

May 9, 2023

Open until filled

Note: The first review of applications will occur on May 23, 2023.

Saturday and Sunday

All current BART employees and qualified individuals who are not yet BART employees.

This job announcement will be used to establish a pool of eligible candidates for vacancies that may occur within the next six months. The incumbent selected for this position will perform a variety of responsible confidential office administrative duties in support of the District Secretary, Assistant District Secretary, and Board of Directors. This position will be responsible for managing the Office’s contract administration responsibilities; processing of Custodian of Records/subpoenas; processing and responding to California Public Records Act requests; serving as a statutory officer of the District; and in the absence of the District Secretary and Assistant Secretary will perform designated statutory, supervisory and administrative functions. Related duties as assigned.

The ideal candidate will demonstrate the following criteria beyond the minimum qualifications:

• Knowledge of operations and activities of a public agency’s office of the secretary/clerk
• Experience assisting Executive Management, Board of Director or a similar governance structure
• Experience working with State laws, especially the Brown Act and Public Records Act
• Ability to interpret and explain District policies and procedures
• Outstanding English skills, oral and written, including spelling, grammar, and punctuation
• History of working independently and making sound decisions
• Experience establishing and maintaining effective working relationships
• Experience with principles and practices of contract administration
• A Certified Municipal Clerk certification preferred but not required

1. Provides complex and confidential administrative assistance to the District Secretary and Assistant District Secretary; manages all incoming and outgoing correspondence, office systems, procedures, and meeting schedules.

2. Manages contract management functions within the office including legal advertising and sale of contracts; processes contract results; coordinates contract execution, processes all correspondence with contractors in executing contract documents.

3. Performs statutory functions of the Office (i.e., execution of contracts and legal documents, acceptance of legal service, certifications, etc.) and provides guidance and supervision to Office staff in the absence of the District Secretary and Assistant District Secretary.

4. Provides administrative support to a variety of committees; coordinates meeting activities; schedules meetings and prepares agendas; arranges facilities; notifies participants; takes and disseminates notes; coordinates the preparation and finalization of Board of Directors meetings, agendas and related materials; attends preparation meetings; attends committee meetings and documents relevant information. Takes and appropriately records committee and Board meeting minutes in the absence of the District Secretary and/or Assistant District Secretary, as required.

5. Provides administrative support to the District's formal bid process; prepares advertisement letters, award letters, notices to proceed and related documents; attends to the acceptance of bids, opening and duplicating of bid documents.

6. Manages the retention, indexing, research, and retrieval of official District documents; handles requests for public access to records.

7. Independently composes, compiles and prepares correspondence, reports and documents; reviews finished materials for completeness and accuracy; ensures documents comply with District standards, policies and procedures.

8. Manages and maintains filing systems and records including the maintenance and retention of contract files, original executed books and records; develops and implements filing systems; modifies systems as appropriate; maintains and updates contract register and resolution index.

9. Maintains a calendar of activities, meetings and events for the District Secretary and Assistant District Secretary; serves as liaison with other executive offices, departments, agencies and the public.

10. Screens visitors, callers and correspondence; responds to requests and resolves problems; conducts research and provides information in accordance with District regulations, policies and procedures.

11. Oversees office accounting duties; screens and inputs requisitions; approves payment of advertising and recording expenses; and other related tasks as assigned.

12. Receives and manages the processing of legal documents served on the District.

13. As assigned, attends meetings in the absence of the District Secretary or Assistant District Secretary.

14. Assists staff as necessary and provides relief in their absence.

Education: Possession of a bachelor’s degree in business administration or a closely related field from an accredited college or university.

Experience: The equivalent of four (4) years of (full-time equivalent) verifiable experience in office management, professional administrative support, or related experience.

Substitution: Additional closely related work experience as outlined above may be substituted for the education on a year-for-year basis. A college degree is preferred.

Other Requirements: Must be willing to attend weekend and evening meetings.

Knowledge of:

• Current office procedures, methods and equipment including computers
• Principles of business letter writing and report preparation
• Principles and practices of bid contract administration
• Principles and practices of business math and accounting
• Principles of lead supervision and training
• Principles and procedures of filing and record keeping
• English usage, spelling, grammar and punctuation
• Related Federal, State and local codes, laws, and regulations

Skill/Ability in:

• Performing highly complex administrative support services including preparing correspondence and memoranda
• Planning, organizing and scheduling office priorities
• Maintaining confidential files, records and reports
• Researching, analyzing, compiling and summarizing a variety of materials
• Operating office equipment including computers and supporting word processing and spreadsheet Applications
• Transcribing minutes and notes dictation
• Responding to requests and inquiries from the general public
• Understanding the organization and functions of a public agency
• Interpreting and explaining District policies and procedures
• Working independently in the absence of supervision
• Leading assigned secretarial and clerical staff
• Analyzing problems, identifying alternative solutions and making recommendations
• Communicating clearly and concisely, both orally and in writing
• Establishing and maintaining effective working relationships with those contacted in the course of work

Applications will be screened to assure that minimum qualifications are met. Those applicants who meet minimum qualifications will then be referred to the hiring department for the completion of further selection processes.

The selection process for this position may include a skills/performance demonstration, a written examination, and a panel and/or individual interview.

The successful candidate must have an employment history demonstrating reliability and dependability; provide copies of certificates, diplomas or other documents as required by law, including those establishing his/her right to work in the U. S; pass a pre-employment medical examination which may include a drug and alcohol screen, and which is specific to the essential job functions and requirements. Pre-employment processing will also include a background check. (Does not apply to current full-time District employees unless specific job requires additional evaluations).

External applicants may only apply online, at www.bart.gov/jobs. Applicants needing assistance with the online application process may receive additional information by calling (510) 464-6112.

Current employees are strongly encouraged to apply online, either at www.bart.gov/jobs, or on WebBART. Current employees may also apply using a BART paper application by delivering the completed form to the Human Resources Department, or by mailing it to P. O. Box 12688, Oakland, CA 94604-2688.

All applicants are asked to complete the application in full, indicating dates of employment, all positions held, hours worked, and a full description of duties. On line applicants are invited to electronically attach a resume to the application form to provide supplemental information, but should not consider the resume a substitute for the application form itself.

Applications must be complete by the closing date and time listed on the job announcement.

The San Francisco Bay Area Rapid Transit District is an equal opportunity employer. Applicants shall not be discriminated against because of race, color, sex, sexual orientation, gender identity, gender expression, age (40 and above), religion, national origin (including language use restrictions), disability (mental and physical, including HIV and AIDS), ancestry, marital status, military status, veteran status, medical condition (cancer/genetic characteristics and information), or any protected category prohibited by local, state or federal laws.

The BART Human Resources Department will make reasonable efforts in the examination process to accommodate persons with disabilities or for religious reasons. Please advise the Human Resources Department of any special needs in advance of the examination by emailing at least 5 days before your examination date at employment@bart.gov.

Qualified veterans may be eligible to obtain additional veteran's credit in the selection process for this recruitment (effective Jan. 1, 2013). To obtain the credit, veterans must attach to the application a DD214 discharge document or proof of disability and complete/submit the Veteran's Preference Application no later than the closing date of the posting. For more information about this credit please go to the Veteran's Preference Policy and Application link at www.bart.gov/jobs.

Please be prepared to present documentation in support of any required licenses, degrees, or certifications upon request.

When you have successfully applied for this position you will receive an auto reply e-mail acknowledging that your application was received for this position. Please retain a copy of the e-mail for your records. If you receive an auto reply that does not specifically reference this position, please email Employment Help at employment@bart.gov for assistance.

To verify submission of your application, click on the 'My Career Tools' link at the top of the 'Careers Home Page' after submitting your application to view the list of applications you have submitted (including application date and status). If you have further questions, please email the Employment Help at employment@bart.gov, between the hours of 8:15am - 5:00pm, Monday- Friday.