Executive Assistant 2

Pay Range:

$46,097.00 - $76,059.00

Supervisory Organization:

Vice President Bus Operations

Country:

United States of America

Address:

101 N Peak St

City:

DALLAS, TX 75226

FLSA:

Non - Exempt

Professionals:

06 - Admin Support (EEO-4-United States of America), 6A - Secretaries and Administrative Assistants (EEO-SubCategory)

General Summary:

Under limited supervision, provides highest level of administrative support to the Vice President or in some cases may support two (2) Vice Presidents (or assigned personnel), by performing a full range of administrative support functions, including complex and confidential support services at the executive level, such as preparing reports, sustaining office organization and work flow; providing liaison between management and other organizational units, and external customers to Dallas Area Rapid Transit.

Essential Duties and Responsibilities:

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Performs administrative duties such as special projects, reports, spreadsheets, etc. as required.
• Maintains message system to include tracking staff, answering, screening, and routing in-coming calls, and if necessary, taking messages.
• Receives and greets visitors and guests.
• Makes arrangements for travel, meetings, seminars, finances, and other special services.
• Administer various committees on behalf of the Vice President.
• Composes letters, correspondence, and memos requiring independent judgment as to content, and prepares responses to inquiries when necessary.
• Utilizes word processing equipment and/or computers to create, process, and maintain a variety of documents and administrative records containing technical information and difficult formats.
• Provides support in contract administration of the Departments on-call contracts, including but not limited to the processing of work directives, invoices, and contract close-outs.
• Receives, controls, and routes department correspondence.
• Handles and directs inquiries regarding department activities.
• May assist with Board agenda items for the department.
• Maintains appointment calendars and tickler systems and department filing system.
• Compile agendas and attend staff meetings, prepare and distribute minutes, and provide assistance in any required follow-ups.
• Assists with monitoring and coordinating the Agenda Reports for the department.
• Performs other related duties as assigned.
   

MINIMUM KNOWLEDGE SKILLS AND ABILITIES REQUIRED:

Note: An equivalent combination of related education and experience may be substituted for the below stated minimums excluding High School Diploma, GED, Licenses, or Certifications

• Associates degree from an accredited college or university in Business Administration or related field.
• Four (4) years administrative and clerical experience in an executive-level office or related environment.
• Expert proficiency with Personal computer (PC); software applications such as Windows, word processing, power point presentations, spreadsheet, data base; typical office equipment such as copier, calculator, typewriter, facsimile, etc.

• Pass a physical (medical) examination that includes a drug screen in order to operate DART non-revenue vehicles.

• Ability to be dedicated to meeting the expectations and requirements of internal and external customers.
• Gets first-hand customer information and uses it for improvements in products and services. Acts with customers in mind.
• Establishes and maintains effective relationships with customers and gains their trust and respect.
• Ability to marshal resources (people, funding, material, support) to get things done.
• Can orchestrate multiple activities at once to accomplish a goal. Uses resources effectively and efficiently.
• Arranges information and files in a useful manner. Uses his/her time effectively and efficiently.
• Values time. Concentrates his/her efforts on the more important priorities.
• Ability to be action oriented and full of energy for the things he/she sees as challenging. Not fearful of