Why OCTA:

Overview:

Under minimal supervision, performs a wide range of complex, clerical secretarial, and administrative responsibilities supporting the Agency’s Human Resources activities to relieve the team of a variety of administrative duties.

This is a non-exempt position in Salary Grade L: Min $27.63 – Mid $33.21 – Max $38.78 hourly. The starting salary will be within this range based on qualifications.

This posting will remain open until a candidate is selected.

This list is intended to indicate the general nature and level of work performed by employees within this classification and is not designed to be interpreted as an exhaustive listing of all tasks required of employees assigned to this job.

• Creates, prepares or obtains documents, correspondence, memoranda, agendas, background materials, minutes for meetings, spreadsheets, presentations, department staff reports, and other duties, as necessary.
• Reviews and proofreads documents, including collective bargaining agreements and revisions and forms and reports for accuracy and completeness; creates and edits department’s e-forms.
• Establishes and maintains confidential and interrelated filing systems; receives, sorts, and distributes incoming and outgoing mail; schedules meetings and coordinates meeting accommodations; keeps department manager’s calendar updated; coordinates conference and travel arrangements.
• Coordinates the development of the Department budget; monitors and reconciles actual expenditures; enters purchase requisitions; prepares Scopes of Work; coordinates budget transfers as necessary; coordinates and processes payment requests. Records and tracks Department contracts and contract expenditures, ensuring the Department does not exceed the contract dollar amount.
• Administers Human Resources-related training databases including report preparation, emailing invitations, entering class set-ups and attendance information into the Learning Management System. Responsible for ensuring that all state-mandated training reporting requirements, i.e., California’s AB1825 (Mandatory Harassment Prevention Training ), are on file. May also include preparation of training PowerPoint slides, rosters, handouts, and other related assignments.
• Produces timely responses to California’s Employment Development Department’s unemployment claims on behalf of former Agency employees. Compiles all supporting documentation and related information needed to fully present the Agency’s position.
• Maintains a database of Human Resources policies and ensures that all policies are updated on a timely basis. Coordinates updates with the Records Administrator.
• Conducts a variety of department-related special assignments involving analysis, research, data compilation, and report preparation.
• Provides support to the Human Resources Team, including drafting and typing a variety of correspondence, communication, memos, reports, meeting minutes, and other related materials; serves as back-up administrative support to the Executive Director of People and Community Engagement. Serves as liaison between the department manager, department representatives, the public, and other employees.
• Relays messages, answers questions, responds to requests, resolves problems, explains and updates policies and procedures, and refers callers to appropriate staff.

Knowledge of:

• Office practices, procedures, and equipment.
• Record keeping and research techniques.
• Computer software skills including word processing, spreadsheets, and database applications such as MS Office programs including Outlook, Excel, PowerPoint, Word.
• Human Resources information systems and applications as well as Training’s LMS system and applications.
• Pertinent federal, state and local codes, laws, and regulations governing human resources.
• Budgeting procedures and processes.
• Principles of business letter writing, basic report and Board Staff report preparation; correct spelling, grammar, and punctuation.
• Agency policies, practices, procedures, organization, objectives, and contracts.
• Interpersonal skills including tact, courtesy, and confidentiality.
• Telephone techniques and etiquette.

Ability to:

• Prioritize, organize, and perform diverse and complex work independently with minimal direction.
• Analyze situations and adopt an effective course of action.
• Independently compose, analyze, proof, and edit documentation such as correspondence and reports.
• Disseminate information with discretion. Exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports.
• Interpret and apply applicable federal, state, and local laws, codes, and regulations.
• Communicate clearly and concisely with tact and diplomacy with all levels including Board members, other high-level representatives of government and labor agencies, their staff, employees, and the public.
• Establish and maintain working relationships.

Working Conditions/Physical Activities:

(The physical demands described are representative of those that must be met by the employee to successfully perform the essential functions of this job. OCTA provides reasonable accommodation to enable individuals with disabilities to perform the essential functions).

Positions in this class typically require:

• Work may be performed in a stressful, fast-paced office environment, depending upon assignment.
• Requires ability to understand verbal communication and to respond effectively.
• Positions in this class typically require: Reaching, Finger Dexterity, Grasping, Feeling, Talking, Hearing, Seeing, and Repetitive Motions in computer use.

Compensation and Benefits:

OCTA offers an attractive compensation and benefits package that includes medical, dental and vision health insurance programs, flex time (may be available), paid sick leave, paid vacation and holidays, short-term and long-term disability, life insurance, flexible spending accounts, retirement, deferred compensation plan, educational reimbursement, excellent in-house training programs, free transportation passes for the employee and dependents, wellness and ergonomic programs, and much more.

OCTA is an equal employment opportunity employer that recruits, hires, and promotes qualified people without regard to race, color, religion, creed, ancestry, national origin, age, sex, pregnancy, gender, gender identity and/or expression, sexual orientation, marital status, medical condition, disability, genetic information, military and veteran status, or other legally protected status.