Overview
Administrative Coordinator (In office) Jobs in Marietta, GA at Power Generation And Distribution Services
POSITION OVERVIEW
Are you ready to make a meaningful impact in a dynamic and supportive environment? We’re looking for an organized, detail-oriented, and proactive individual to join our team. In this essential role, you will provide vital support to both the District’s Board of Directors and the Executive team, ensuring the smooth and efficient operation of our organization.
As the Clerk of the Board / Executive Assistant, you will deliver high-level administrative and confidential support, overseeing public records, coordinating meetings, and conducting research. Your contributions will be critical in ensuring the Board’s activities run smoothly and that executive operations are carried out efficiently. If you’re seeking a position where your work truly matters and contributes to the effectiveness and accountability of public agencies, we invite you to bring your expertise to our team.
COMPENSATION PACKAGE
$71,467.80 – $89,334.75 Annually
Medical and Dental/family coverage – Employee pays premium of $40/month
Voluntary Vision insurance – Employee pays full premium
401(k) and Profit-Sharing Plan – Employer 10% contribution
Life Insurance
10 paid holidays
5 paid personal days
80 hours of Sick leave
80 hours of Vacation following one (1) year of employment
TYPICAL DUTIES
Typical duties may include, but are not limited, to the following:
Represents and supports the Board, General Manager, and Management team to the public via phone, email and personal contact; serves as liaison between and interacts with executive level management and elected officials from public and private organizations and entities, department heads, agency staff, and general public.
Operates as a confidential Executive Assistant to the General Manager, Board of Directors, and Management Team by providing specialized administrative support, while maintaining integrity of sensitive information.
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.
Serves as the Clerk of the Board, 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.
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 official 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.
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.
Oversees the District’s compliance with the California Fair Political Practices Commission’s Ethics Training program for all applicable staff and board members.
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.
Coordinates 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.
Assists in the reporting of applicable National Transit Database (NTD) reporting, working with other department to ensure data is accurately uploaded to the NTD system.
Performs other duties of a similar nature or level, as assigned or requested.
SKILLS, ABILITIES, AND QUALIFICATIONS
The following are the minimum qualifications, in order to successfully perform the duties and responsibilities of this position:
Education, Training, 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.
Knowledge of:
Customer Service and Public relations principles.
Communication and interpersonal skills as applied to interactions with other agency employees, members of the media, other agencies, and the general public by telephone, in a one-on-one, face-to-face setting and/or group settings.
Rhetorical, oratorical, and grammatical theory and practices.
Records maintenance/retention policies, practices, and methods.
Data collection and analysis techniques.
Conflict resolution techniques.
Modern office principles and practices to include business, reports and presentation writing.
Event planning principles.
Ability to:
Understand federal, state, and local laws, rules, and regulations.
Maintain and present self in a professional appearance and demeanor in general everyday setting and in stressful situations.
Maintain confidentiality of sensitive materials and information.
Research and compile data and information, and apply analytical techniques.
Interpret and apply policies, procedures, and guidelines.
Prepare reports, meeting agendas, minutes, and presentations.
Communicate effectively both orally and in writing in an office environment and present information clearly and concisely to various audiences.
Establish and maintain effective working relationships with those contacted in the course of work, using principles of excellent customer service.
PREFERRED QUALIFICATIONS
One (1) year of professional experience in a public agency environment.
Possession (or in progress) of Certified Municipal Clerk certification, or equivalent.
Bi-lingual in Spanish (speak, read, write).
LICENSE OR CERTIFICATE:
A valid California Class C driver license. Clean driving record required.
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.
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.
Application Review Begins: June 9, 2025; open until filled
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Title: Administrative Coordinator (In office)
Company: Power Generation And Distribution Services
Location: Marietta, GA
