Under supervision, performs a variety of clerical and administrative tasks in support of AMBAG and its staff.
EXAMPLE OF DUTIES (include the following, other duties may be assigned):
Provide support to the Senior Executive Assistant
Assist the Senior Executive Assistant with the preparation of Board of Directors and committee agenda packets
Assist with the development of AMBAG public meetings, workshops and events
Maintain the agency websites
Convert and prepare all AMBAG documents and reports to be ADA compliant and consistent with Section 508 of the federal Rehabilitation Act of 1973, as amended and Web Content Accessibility Guidelines (WCAG) 2.1
Provide support to the accounting department
Assist various departments as needed on projects and/or scheduling meeting/workshops
Assists in special programs, events, and meetings
Prepare yearly calendars for Board of Director and committee meetings, Holidays, Hours worked and others as needed
Update the Executive Director’s and Senior Executive Assistant calendars
Maintain and distribute updates to the staff phone number directory
Receives and transfers calls to appropriate personnel; takes and transmits messages
Receives travel requests and makes travel arrangement for Executive Director and staff
Organizes and maintains files and records; maintains off site records
Provides information regarding AMBAG programs
Processes, and distributes the incoming mail; copies and distributes forms, booklets, and other documents as requested; stuffs, seals, stamps, and meters outgoing mail
Monitors inventory and creates periodic office supply orders; orders office supplies electronically and/or make instore purchases as needed
Types, proof reads, and word processes a variety of correspondence and form letters from rough drafts or verbal instructions
Prepare a variety of special program materials including flyers, forms, and announcements
Update and maintain agency’s databases.
Performs various clerical duties in support of assigned functions
her duties as required to maintain functional and professional office of multi-jurisdictional entity
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Standard office procedures and policies
Standard office procedures, practices and equipment, including a computer and applicable software such as Microsoft Office including Word, Excel, PowerPoint, and Outlook
Recordkeeping processing and maintenance procedures and systems including filing and other record storage systems
Use of written English including vocabulary, grammar, spelling, and punctuation
Business letter writing and report and form preparation
Principles and practices of customer services
Principles and practices of public relations
Type at a speed necessary for successful job performance
Deal tactfully and courteously with the public, in person and by telephone
Learn applicable AMBAG policies and procedures in a timely manner
Use sound judgment in following and applying appropriate regulations, policies and procedures
Organize, prioritize and follow-up on work assignments
Work independently and as part of a team
Make sound decisions within established guidelines
Follow written and oral directions
Observe safety principles and work in a safe manner
Operate a variety of office equipment, including a computer and variety of word processing and software applications Understand and follow written instructions
Communicate clearly and concisely, both orally and in writing
Established positive working relationships with representatives of outside organizations, state/local agencies and associations, vendors, AMBAG management and staff, and the public
DESIRABLE QUALIFICATIONS BUT NOT REQUIRED:
Knowledge of: Drupal; Word Press or equivalent for agency website maintenance; Acrobat Pro DC for ADA Accessibility function; QuickBooks
EDUCATION AND EXPERIENCE:
Any combination of training and experience which would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
One year of increasingly responsible public agency or business work performing duties comparable to those described above, and/or graduation from a business school or community college with diploma or associate degree in business science, office administration, or a related discipline.
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
To perform this job successfully, an individual should have knowledge of MS Office Suite and online resources.
Strong written communication skills
Strong internal communication skills
Ability to maintain confidentiality
CERTIFICATES AND LICENSES:
Valid Driver's License
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit; use hands; reach with hands and arms and talk or hear. The employee is occasionally required to stand; walk and climb or balance. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include the ability to adjust focus.
This job description is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills or working conditions associated with the position. While it is intended to accurately reflect the position activities and requirements, management reserves the right to modify, add or remove duties and assign other duties as necessary.
APPLICATION AND SELECTION PROCESS
All applicants must complete an application form available on the AMBAG website www.ambag.org. A complete application includes submittal of a resume, cover letter and an AMBAG application form.
Please submit an AMBAG employment application, cover letter, and resume to:
Applications due no later than 4:00 pm on July 29, 2021
Applications will be screened in relation to the criteria outlined in this announcement. Incomplete, late, and faxed applications are not accepted. Resumes are not considered in lieu of the required employment application. All completed applications will be reviewed, for each applicant's ability to meet the minimum work experience, training and education qualifications. Candidates deemed to have the most relevant qualifications will be invited for an interview. An appointment to the position will be made after completion of a reference and background check.
All communication and notices will be sent via e-mail.
The Association of Monterey Bay Area Governments was organized in 1968 for the purpose of regional collaboration and problem solving. AMBAG, as it is often referred to, was formed a Joint Powers Authority (JPA) governed by a twenty-four member Board of Directors comprised of elected officials from each City and County within the region. The AMBAG region includes Monterey, San Benito and Santa Cruz County. AMBAG serves as both a federally designated Metropolitan Planning Organization (MPO) and Council of Governments (COG). AMBAG performs metropolitan level transportation planning on behalf of the region.