Executive Assistant (Office of the General Manager)

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.

Office of the General Manager

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.

$99,240.00 / annually - $150,349.00 / annually (Non-Represented Pay Band 05)

Note: The negotiable salary will be between $99,240 - $129,000 (commensurate with experience)

May 26, 2023

June 9, 2023

General Manager

Reporting Location

In-Person, BART Headquarters

Saturday and Sunday

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

This announcement will be used to establish an eligibility list to fill future vacancies that may occur within the next twelve months.

The Office of the General Manager is involved in a wide range of activities and responsibilities relating to the business of the District's Board of Directors, other Board Appointed Officers, the Executive Offices accountable to the General Manager, and a large variety of outside public and private agencies, organizations, and individuals. The work of the Office requires a high degree of confidentiality in virtually all activities. The incumbent selected for this position will manage the overall administration of the Office of the General Manager including heavy scheduling and managing the flow of information and communication among the parties assuring that matters are appropriately assigned for action and brought to completion.

The ideal candidate will, beyond the minimum qualifications, hold a Bachelor's degree, be customer service and technology oriented, able to navigate numerous issues simultaneously, and have a positive attitude. In addition, experience providing administrative support to a C level executive, appointed officer, or elected offical. Public section experience highly desirable.

Education:

Possession of a high school diploma, GED or equivalent.

Experience:

Three (3) years of professional verifiable experience providing administrative support to an executive manager, board officer or related experience.

Substitution:

Additional professional experience as outlined above may be substituted for the education on a year-for-year basis.

Knowledge of:

• Operational characteristics, services and activities of assigned program area including administrative, financial, or operations functions.
• Principles and practices of program development and implementation.
• Principles and practices of budget preparation and administration.
• Methods of administrative, organizational, economic, and procedural analysis.
• Methods and techniques of statistical and financial analysis.
• Business computer applications for statistical analysis and data management.
• Principles and practices of procurement, purchasing, and accounting.
• Methods and techniques used to conduct a variety of analytical studies.
• Principles, practices, methods and techniques of report preparation, drafting presentations, talking points, correspondence, and memorandums.
• Principles and procedures of electronic record keeping.
• Office equipment including Windows computers, supporting word processing, spreadsheet, presentation, and PDF applications, as well as virtual platform applications.

Skill in:

• Providing customer service and communicating clearly and concisely, both orally and in writing, with the public, staff, executives, Board appointed officers, elected officials, and external stakeholders.
• Operating office equipment including, Windows computer systems, computer applications, including Microsoft Word, Excel, PowerPoint, Visio, Adobe Pro, Outlook, and virtual platforms, including Microsoft Teams, and Zoom.
• Establishing and maintaining effective working relationships, both internally and externally, with those contacted in the course of work.
• Performing complex analytical duties.
• Preparing, administering and monitoring capital and operating budgets.
• Organization, administration, and management.
• Maintaining accurate electronic records and files.
• Preparing clear and concise administrative, budgetary, and financial reports.
• Collecting, evaluating and interpreting complex information and data.
• Reviewing and analyzing complex technical documents and proposals.
• Developing and interpreting goals, objectives, policies, and procedures.
• Analyzing complex problems, identify alternative solutions and recommend conclusions.
• Working independently in the absence of supervision.
• Interpreting and applying laws, policies, rules and regulations.

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.

Please note that any job announcement may be canceled at any time.

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.