Alexandria, VA
North Carolina
Durham, North Carolina
Richland, Washington
Posted: 18-Jun-26
Location: Santa Barbara, California
Type: Full Time
Salary: $77,442.73 – $96,803.42
Categories:
Salary Details:
Required Education:
POSITION OVERVIEW
Are you looking to make an impact in your community? The Santa Barbara Metropolitan Transit District (MTD) is looking for an Office Administrator. With Santa Barbara MTD, you can positively impact your community on a daily basis, help enhance the mobility of South Coast residents, and help manage a fiscally sound transit system.
Under the general direction of the General Manager, and the Director of Finance and Administration, the Office Administrator provides a wide variety of business functions including day-to-day operations support, records management, confidential support for the Santa Barbara MTD, and maintains compliance with applicable federal, state, and local regulations. The Office Administrator exercises sound judgment, maintains a high degree of professionalism and confidentiality, and serves as a key resource for District staff.
ESSENTIAL FUNCTIONS
Duties may include, but are not limited to the following:
As directed by the General Manager:
- Serves as District’s Public Records Officer, receiving and ensuring requests for public information conform to California Public Records Act, The Freedom of Information act, and similar laws. Coordinates with staff, public, legal counsel, and others to meet requirements. Evaluates and monitors requests and replies for timeliness and responsiveness.
- Serves as the District’s records retention coordinator and custodian of District records. Assists in development and implementation of records retention plans. Maintains, retains and disposes of contracts, records and documents including Executive documents on agency website. Respond to subpoenas for records.
- Performs Clerk of the Board duties, tasks and functions, including providing effective meeting support, ensuring proper coordination, and ensures requirement of Open Public Meetings Act and all applicable Federal, State and Local legal requirements are met. Responsibilities include clerking Board/Committee meetings, preparing agendas/packets, minutes, and legal publications, managing records. Prepares and places legal notices for public hearings and special meetings as required by law.
- Coordinates and provides support and communications to the District Board of Directors meetings as recording secretary; composes and summarizes related minutes. Edits and proofreads materials prepared by staff to ensure inclusion of timely, pertinent source information. Coordinates and prepares distribution of Board packets.
- Monitors changes in laws and regulations that may affect the District’s public meeting operations and implements policy and procedural changes as required.
- Summarizes official actions, determines processing requirements, and ensures proper processing of all official records directed by the Board/Committee; preparing timely minutes of Board Meetings
- Coordinates District’s compliance with Conflict-of-Interest laws, including Statement of Economic Interest Form 700 from all applicable staff and board members.
- Responds to requests for information and assistance; provides information regarding District policies, procedures, rules and regulations; resolves citizen concerns and complaints, maintains strict confidentiality regarding various material and information.
- Oversees the District’s compliance with the California Fair Political Practices Commission’s Ethics Training program for all applicable staff and board members.
At the direction of the Director of Finance and Administration:
- Composes, reviews and edits correspondence, reports, and departmental and District related materials. Maintains mail lists and databases. Formats contracts, documents, and forms.
- Assists in planning and implementing special events. Prepares related promotional materials. Prepares and distributes meeting notes. May be required to represent District at external events.
- Establishes positive working relationships with representatives of community organizations, state/local agencies, and the public.
- May attend ongoing training required to keep current with Legislative, OPMA, Public Records and Records Retention processes and laws.
- Coordinates meeting room usage and calendars. Arranges and maintains rooms. Schedules for audiovisual equipment usage. Maintains boardroom, storage areas. Orders and sets up meals for meetings.
- May coordinate travel arrangements and conference registrations for Board Members, General Manager, Management staff, and other employees as requested. Processes and maintains purchasing records and expenditure information.
- Performs special projects, as needed, including data and information collection, preparation of materials and initial analyses and conclusions. Prepares PowerPoint and Excel presentations at management request.
- Administers Key Inventory as delegated under the authority of MTD’s Controller/Director of Administration & Finance.
- Oversees the ordering, inventory, and distribution of office supplies and operational materials, ensuring adequate stock levels are maintained while adhering to agency purchasing policies and budgetary guidelines.
- Accepts payment for services, licenses, permits, fees and rentals; may explain billing procedures and other regulatory policies to customers.
- Responsible for Cal Card administration, at the direction of the Director of Finance and Administration.
- Assists with writing, reviewing, and distributing Agency policies, procedures (SOP’s), and tasks.
- Provides back-up for other staff as requested or as workload necessitates, including sorting and distribution of inbound mail.
- Performs other duties of a similar nature or level, as assigned or requested.
SELECTION PROCESS
All applications will be evaluated on their related work experience and education qualifications. MTD will invite the most qualified candidates to participate in an oral interview. MTD application must be fully completed and clearly show that the minimum requirements are met. Any questions on the application that are unanswered may cause you to be excluded from the selection process. All statements made on the application are subject to investigation and verification. Any invalid applications are subject to disqualification.
The selection process will include one or more of the following:
- Application Review
- Oral Interview
- Written Tests / Computer Skills Tests
PRE-EMPLOYMENT PROCESS
The process includes a job specific pre-employment physical and drug screening under Department of Transportation regulations to be completed by an industrial health clinic of MTD’s choice, criminal background screen, and verification of employment. All offers of employment are conditional upon successful completion of the pre-employment process.
IMMIGRATION AND CONTROL ACT OF 1986
In order to comply with the provision of this law, all applicants prior to placement, must provide proof of work eligibility and attest that they are a citizen, permanent resident alien, or otherwise authorized to be employed.
EQUAL OPPORTUNITY EMPLOYER
Santa Barbara Metropolitan Transit District has established a policy and practice of recruiting, hiring, training and promoting for all job classifications within MTD without regard to race, color, creed, religion, national origin, sex (including gender identity and sexual orientation), age, genetic information, disability, veteran status, or any other protected class or consideration made unlawful by federal, state, or local laws.
Apply now by submitting a resume, cover letter, and application.
Application Closing Date: Tuesday, June 30, 2026 at 4:00 pm Pacific Standard Time (PST)
MINIMUM QUALIFICATIONS
The following are the minimum qualifications in order to successfully perform the duties and responsibilities of this position:
Education and Experience
- Bachelor’s degree from an accredited college or university, with major course work in business administration, public administration, business or marketing or a related field.
- Two (2) years of progressively responsible experience in administrative services, records management, and/or related areas.
- OR any combination of education and experience to fulfill the duties of the position.
PREFERRED QUALIFICATIONS
- One (1) year of professional experience in a public agency environment.
- Bilingual in Spanish (speak, read, write).
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES
Knowledge of:
- Customer Service and Public relations principles;
- Rhetorical, oratorical, and grammatical theory and practices;
- Event planning principles;
- Basic graphic design principles;
- Electronic calendaring;
- Meeting planning practices;
- Records maintenance/retention policies, practices, and methods;
- Applicable Federal, State, and Local laws, rules, and regulations;
- Data collection and analysis techniques;
- Conflict resolution techniques;
- Consensus building techniques;
- Modern office procedures, methods and practices.
Skilled in:
- Microsoft Office (Word, Outlook, Excel).
- Responding professionally to different customer situations.
- Presenting information to internal and external stakeholders.
Ability to:
- Prioritize work and manage multiple requests for information;
- Use computers and applicable software;
- Resolve conflict;
- Compile and analyze data and information;
- Prepare reports, meeting agendas and minutes;
- Interpret and apply policies, procedures, and guidelines;
- Professionally write and edit documents;
- Maintain confidentiality of sensitive materials and information;
- Provide customer service;
- Operate modern office equipment;
- Solve problems;
- Communicate and use interpersonal skills as applied to interaction with coworkers, supervisors, elected officials, and the general public sufficient to exchange or convey information and to receive work direction.
DISCLAIMER
Position overview is not construed to be an exhaustive statement of duties, responsibilities, or requirements. Employees may be required to perform any other job-related instructions as requested by their supervisor, department head or General Manager.
