Administrative Assistant, Organizational Development and Administration - Long Beach Transit

Overview

Thank you for your interest in working for Long Beach Transit. We are hiring, and all LBT job applications must be submitted online through our career's website.

Under the direction of the Executive Director/Vice President of Organizational Development and Administration (ED/VP), the Administrative Assistant (AA) provides administrative support to the ED/VP in managing the department’s initiatives, strategies, results, priorities, goals, and opportunities. In addition, this position provides support to Human Resources, Talent Acquisition, Risk Management, Training and Development, and Environmental, Health and Safety functions within the department.

The AA is a member of a critical cross-departmental Administrative Coordinating Team (ACT), comprised of executive assistants and administrative professionals, whose mission is to improve efficiency and communication across the organization.

Responsibilities

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

• Organize and coordinate departmental meetings, including preparing agendas, room set up and minute taking.  
• Develops a framework to ensure results are identified, monitored and reported on
• Prepares communications materials including reports, contracts, charts and forms for reproduction and distribution. As well as proofread documents for spelling and grammar.
• Develops creative, collaborative, and analytical presentations
• Ensures that documents and reports prepared by Organizational Development and Administration staff for the Executive Leadership Team review or action are submitted in a timely and accurate manner, and are complete and of a high quality
• Performs typing, printing, and binding for reports and other documents prepared by the Organizational Development and Administration personnel
• Oversees the offsite file storage and retrieval process for the HR department
• Develops and maintains good working relationships with LBT management and external agencies
• Processes department purchase orders, credit card reconciliation and invoices to ensure accurate information and timely payment while monitoring departmental expenses
• Provides support to the Human Resources Project Manager
• Adhere to all safety regulations as stated in the company safety program, and reports safety-related accidents, incidents, and unsafe work conditions. Attends safety training programs as required
• Other duties may be assigned

Qualifications

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

ATTRIBUTES AND SKILL SETS:

• Manages multiple projects and priorities simultaneously
• Demonstrates initiative
• Creates a climate of optimism
• Collaborates by working together through idea-sharing and problem-solving to accomplish goals
• Open to new ideas and continuous improvement
• Positively communicates both orally and in writing
• Excellent grammar, spelling, punctuation and writing skills
• Strong organizational and management skills
• Maintains a high degree of confidentiality at all times
• Project management skills necessary to plan, coordinate and ensure proper implementation of all administrative matters related to the functioning of the department
• Outstanding computer skills including Microsoft Office Suite (Word, Excel, PowerPoint and Outlook), and navigate in web-based environments
• Skillful analytical and problem-solving abilities

EDUCATION AND EXPERIENCE:

At least three years of increasingly responsible professional experience in a clerical role is required, experience in an executive or legal assistant position is a plus. Any combination of education and experience equivalent to a bachelor’s degree would be considered. Bachelor’s degree in business, human resources, labor relations, or other related field preferred.   

Salary range:  $59,808 - $80,741 per year (Depending on Experience)

Compensation packages are determined based on a variety of factors specific to each candidate, including geographic location, skillset, the mix of relevant education, certifications, experience level, and performance. At Long Beach Transit, compensation decisions are made considering the unique requirements and circumstances of each position. 

Application

Apply online at www.ridelbt.com/careers  Online applications must include past work history and be fully completed to be considered. Resumes will not be accepted in lieu of a complete online application. 

Upon Request, a Driving Record printout is required with application (must be current within the 30 days of the printout).

Candidate must be eligible to work in the United States. Long Beach Transit does not sponsor H-1B or other related work visas. 

Equal Opportunity Employer

Successful candidate must pass agency physical, drug and alcohol examinations.

Long Beach Transit, 1963 E. Anaheim St., Long Beach, CA 90813

This job description is not intended to be a complete listing of all the job duties required of this position, but to provide information on the general scope of the position.