Assistant to VP/Chief of Police Emergency Mgmt. - Dallas Area Rapid Transit

General Summary:

Under limited supervision, provides the 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 workflow; providing liaison between management and other organizational units, and external customers to Dallas Area Rapid Transit.

Essential Duties and Responsibilities:

• Undertakes a wide range of administrative tasks, including special projects, reports, and spreadsheets, as the role demands.
• Manages a comprehensive message system, which involves tracking staff, screening and directing incoming calls, and welcoming visitors and guests.
• Plays a crucial role in organizing various services, including travel, meetings, seminars, and financial arrangements, demonstrating strong organizational and coordination skills.
• 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 various documents and administrative records containing technical information and complex formats.
• Provides support in contract administration of the Department's 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, tickler systems, and department filing systems.
• Prepare to be stimulated by various tasks, from compiling agendas to attending staff meetings, preparing and distributing minutes, and assisting in any required follow-ups. Assists with monitoring and coordinating the Department's Agenda Reports.
• 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

• Associate's degree from an accredited college or university in Business Administration or related field.
• Four (4) years of administrative and clerical experience in an executive-level office or related environment.
• Expert proficiency with Personal computers (PCs), software applications such as Windows, word processing, PowerPoint presentations, spreadsheets, and databases, and typical office equipment such as copier, calculator, typewriter, facsimile, etc.
• Must pass job assessment to advance to interview.
• 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. Helpfully arrange information and files. Uses their time effectively and efficiently. Values time. Concentrates their efforts on the more important priorities.
• Ability to be action-oriented and energetic for what they see as challenging. Not fearful of acting with a minimum of planning. Seizes more opportunities than others.
• Ability to use rigorous logic and methods to solve complex problems effectively. Probes all fruitful sources for answers. Is excellent at honest analysis. Looks beyond the obvious and does not stop at the first answers.
• Ability to relate well to all kinds of people, up, down, and sideways, inside and outside the organization. Builds appropriate rapport. Builds constructive and effective relationships. Uses diplomacy and tact. Can diffuse even high-tension situations comfortably.

Working Conditions:

Works in an environment with minimum exposure to dust, noise, or temperature. May be moderately exposed to unpleasant working conditions, including dust, noise, temperature, weather, petroleum products, and chemicals, while visiting DART's operating facilities, assuming the incumbent observes all policies and procedures, safety precautions and regulations, and uses all protective clothing and devices provided.

Note: The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. The statements are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All employees may perform other duties as assigned.

DART is proud to be an Equal Employment Opportunity Employer, supporting diversity in the workplace. M/F/D/V

JR102069