Admin Support Specialist

Job Description:

Admin Support Specialist

Description

General

The Admin Support Specialist reports to the Executive Officer, District Secretary and provides administrative support for the District Secretary’s Office, Boards of Directors, and committees for the San Mateo County Transit District (SamTrans), Peninsula Corridor Joint Powers Board (Caltrain) and the San Mateo County Transportation Authority (TA).

Essential Functions & Duties

• Provide clerical, administrative, and data entry support.
• Collect, review, and analyze data; prepare reports, charts, budgets, and other board presentation materials.
• Schedule, coordinate, and maintain calendar appointments.
• Coordinate office and/or departmental operations including providing administrative support to the Executive department.

Examples of Essential Duties:

• Assist other departments with clerical support.
• Screen incoming calls and emails; set appointments with board members, employees, customers, and vendors.
• Greet visitors and callers, route and resolve information requests.
• Create and update spreadsheets and reports
• Process invoices; create check requests for approval.
• Purchase and keep inventory of supplies and equipment.
• Coordinate space and office organization.
• Maintain, organize, and file records, receipts, spreadsheets, databases, and confidential documents.
• Post meeting information to the SamTrans, TA, and Caltrain websites and public display case in accordance with the Brown Act.
• Perform all job duties and responsibilities in a safe manner to protect oneself, fellow employees and the public from injury or harm. Promote safety awareness and follow safety procedures in an effort to reduce or eliminate accidents.
• Perform other duties as assigned.

Minimum Qualifications

Sufficient experience, training and/or education to demonstrate the
knowledge and ability to successfully perform the essential functions of the position. In lieu of a
degree, work-related experience that demonstrates the skills and experience necessary to
perform this role will be accepted. Development of the required knowledge and abilities is
typically obtained through but not limited to:

• High School Diploma or GED equivalent.
• Three (3) years of full-time Clerical or Administrative experience.
• Effectively communicate both orally and in writing.

Preferred Qualifications:

• Able to perform duties and support functions with minimal supervision.
• Proficiency in Microsoft Office Suite, Zoom, and PeopleSoft.
• Strong organization and time management skills.
• Able to build effective working relationships with internal and external customers.
• Able to have a valid CA Driver’s license.
• Ability to work outside of regular business hours to attend board meetings and events.

Additional Information

Works under the general supervision of the Executive Officer, District Secretary, who establishes goals and objectives, monitors and evaluates performance.

Below is a summary of the comprehensive benefits provided to District full-time employees:

Health and Welfare Benefits:

• Healthcare Benefits -District employees are offered a choice of healthcare providers under the CalPERS Health Benefits Program.The District will contribute ninety (90) percent towards monthly premiums for full-time employees. Fifty (50) percent for part-time employees.
  
• Free Dental and Vision Benefits provided - Employer Covers Premiums
  
• Free Employee Assistance Benefit - Employees are entitled to 5 face-to-face sessions or telephonic or web-video consultations for problem-solving support per incident, per calendar year.
  

• Flexible Spending Accounts - Pre-tax dollars to pay for qualified Health or Dependent Care expenses.
  

Retirement Medical Benefits:

• Long Term Disability Insurance - After 90 days of total disability, Administrative full-time employees are eligible for 60% of monthly income covered by the District.
  
• Health and Wellness - Gyms located at most work locations and discounted Weight Watcher Membership Option.
  

Holidays and Paid Time Off:

• Paid Time Off - Newly hired employees accrue 6.5 hours bi-weekly when hired (if Exempt 8.5 hours).As you move up in years of service credit, the rate of the amount of PTO accrued will also increase.
  
• Paid Holidays - The District provides seven paid holidays throughout the year - New Years Day, Martin Luther King Jr. Day, Memorial Day, Independence Day (July 4th), Labor Day, Thanksgiving Day and Christmas Day
  
• Floating Holidays - District employees can earn up to five (5) floating holidays.
  

Financial Planning Benefits:

• Pension Benefits through CalPERS -You must have a minimum of 5 years of service to be eligible for this pension.
  

• CalPERS PEPRA vs. Classic - All employees hired on, or after January 1, 2013, are considered PEPRA members and will contribute 8% of their salary up to the maximum IRS cut-off. All Classic members will contribute 6%
  
• Deferred Compensation Options - Select to contribute to one or both of our Tax Deferred Compensation Options
  
• Reliance Standard Life Insurance with 100% premium paid by the District - 1 times annual salary of employee - max $200,000
  
• Optional Life Insurance - Employees may purchase additional life insurance for themselves and their eligible family members.
  

Growth and Education Benefits:

• Professional Development - Access to LinkedIn Learning and San Mateo County’s professional training. District Tuition Reimbursement Program - A maximum of $5,250 per year for courses related to your job or career goals with the District.
  
• Computer Loan Program - Interest-free two-year loan with a maximum amount of $4,000.
  

Other Amazing Benefits:

• Credit Union - Employees and family members are eligible to join the San Mateo Credit Union and Patelco Credit Union.
  
• Employee Clean Commute (ECC) - Car/Van poolers and Public Transit riders receive a monthly reimbursement.
  
• Commuter Benefits - Free Employee Parking; Free Bus Pass for employee as well as children/spouse; Clipper Card/Go Pass Program for Central employees.
  

For union employees, all of the above benefits are subject to the employee’s Collective Bargaining Agreement. Benefits listed are also subject to change with or without notice and are subject to contract/provider terms and conditions.

Closing Date/Time: 9/22/2024 11:59 PM Pacific

Salary:

$54,279.00 - $89,167.00 Annually