Transit Systems 2023-01-11 2023-02-11

Board Administrator

Lane Transit District
Eugene, Oregon

Job ID: 147181
Job Status: Full-time

ESSENTIAL DUTIES:

  • Oversees public meeting law compliance, including meeting notices and record keeping procedures.
  • Works with broadcasting company (Metro TV/LCOG) to coordinate broadcasting and live streaming of all District public meetings.
  • Schedules, attends, and facilitates all District public meetings, including public hearings
  • Supports and guides the Board President, the Board of Directors, Committee Chairpersons, and Committee Members before, during, and after public meetings.
  • Coordinates with General Manager and senior management regarding meeting schedules, agenda items including resolutions, ordinances, proclamations, and declarations.
  • In coordination with the General Manager and Chief of Staff tracks public meeting agenda items; initiates agenda preparation process; follows up with management staff to ensure needed materials are prepared in accordance with public meeting schedule timelines.
  • Compiles and distributes public meeting packets.
  • Prepares, distributes, indexes, files, and archives ordinances, resolutions, proclamations, certificates, and other documents resulting from Board actions.
  • Keeps General Manager and Board of Directors apprised of impending deadlines (e.g., committee vacancies, elections); assist in ensuring timelines are met; conduct Board and Budget Committee member recruitment and appointment processes.

Board Administration
  • Coordinates and participates in development and updating of the Board of Directors policies and procedures; ensures regular review and updates of existing policies in accordance with applicable state and federal laws; provides recommendations for new policies as delegated;
  • Provides support, research, analysis, and writing services to staff in preparing legislative documents for internal review processes and Board use in its decision-making process;
  • Coordinates and prepares Board correspondence with General Manager;
  • Coordinates accurate and timely public meeting and Board related information for use on the District website.
  • Maintains Board of Directors’ rosters, Committee Members’ rosters, and other pertinent information.
  • Coordinates compliance of required Board trainings and form submissions through the state, and other local agencies.
  • Coordinates travel arrangements and meeting registrations for members of the Board of Directors for transit events. Prepares travel expense estimates and reimbursement for Board members.
  • Represents the District regarding matters related to public meeting processes, Board of Directors’ policies and procedures, and public records requests for industry and professional associations (Washington State Transit Association (WSTA) Clerks Committee and American Public Transportation Association (APTA) Transit Board Administrators Clerks Committee).
  • Maintains a working knowledge of legislation that will impose changes to Oregon Administrative Rules, Oregon Revised Statutes, Public Meeting Laws, and Public Records Laws.
  • Engages with general counsel on public meeting, records services and other Board related matters in a practical and responsible manner

ASSOCIATED WORK ACTIVITIES:
  • Establishing and Maintaining Interpersonal Relationships — Developing constructive and cooperative working relationships with others, and maintaining them over time.
  • Communicating Internally and Externally — Representing the organization to external partners, and providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person in a timely manner.
  • Organizing, Planning, and Prioritizing Work — Developing specific goals and plans to prioritize, organize, and accomplish your work.
  • Getting Information — Observing, receiving, and otherwise obtaining information from all relevant sources.
  • Processing Information — Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.
  • Monitor Processes, Materials, or Surroundings — Monitoring and reviewing information from materials, events, or the environment, to detect or assess problems.
  • Updating and Using Relevant Knowledge — Keeping up-to-date technically and applying new knowledge to your job.
  • Thinking Creatively — Developing, designing, or creating new applications, ideas, relationships, systems, or products.
  • Making Decisions and Solving Problems — Analyzing information and evaluating results to choose the best solution and solve problems.
  • Cross-training — Learning the tasks and duties of other administrative support professionals and other agency professionals in order to provide additional coverage, support during absences, and enhance the collaborative efforts of the team.
  • Evaluating Information to Determine Compliance with Standards — Using relevant information and individual judgment to determine whether events or processes comply with laws, regulations, or standards.

KNOWLEDGE:
  • Clerical — Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, transcription, designing forms, and other office procedures and terminology.
  • Customer and Personal Service — Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
  • Computer Literacy — Knowledge of standard business tools, such as computers, cell phones, and software including Microsoft Office Suite.
  • English Language — Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
  • Administration and Management — Knowledge of business and management principles involved in planning, resource allocation, leadership techniques, and coordination of people and resources.

SKILLS:
  • Active Listening — Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
  • Time Management — Managing one's own time and the time of others.
  • Speaking — Talking to others to convey information effectively.
  • Service Orientation — Actively looking for ways to help.
  • Monitoring — Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
  • Reading Comprehension — Understanding written sentences and paragraphs in work related documents.
  • Writing — Communicating effectively in writing as appropriate for the needs of internal and external audiences.
  • Coordination — Adjusting actions in relation to others' actions.
  • Social Perceptiveness — Being aware of others' reactions and understanding why they react as they do.
  • Active Learning — Understanding the implications of new information for both current and future problem-solving and decision-making.
  • Critical Thinking — Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
  • Judgment and Decision Making — Considering the relative costs and benefits of potential actions to choose the most appropriate one.
  • Negotiation — Bringing others together and trying to reconcile differences.
  • Instructing — Teaching others how to do something.

ABILITIES:
  • Oral and Written Comprehension — The ability to listen to, read, and understand information and ideas presented through spoken words, sentences, and writing.
  • Oral and Written Expression — The ability to communicate information and ideas in speaking and writing so others will understand.
  • Speech Recognition — The ability to identify and understand the speech of another person.
  • Speech Clarity — The ability to speak clearly so others can understand you.
  • Near Vision — The ability to see details at close range (within a few feet of the observer).
  • Selective Attention — The ability to concentrate on a task over a period of time without being distracted.
  • Deductive Reasoning — The ability to apply general rules to specific problems to produce answers that make sense.
  • Mathematical Reasoning — The ability to choose the right mathematical methods or formulas to solve a problem.
  • Time Sharing — The ability to shift back and forth between two or more activities or sources of information.
  • Category Flexibility — The ability to generate or use different sets of rules for combining or grouping things in different ways.
  • Problem Sensitivity — The ability to tell when something is wrong or is likely to go wrong.
  • Information Ordering — The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).
  • Perceptual Speed — The ability to quickly and accurately compare similarities and differences among sets of letters, numbers, objects, pictures, or patterns. The things to be compared may be presented at the same time or one after the other. This ability also includes comparing a presented object with a remembered object.
  • Static Strength — The ability to exert maximum muscle force to lift, push, pull, or carry objects up to 25 pounds.
  • Inductive Reasoning — The ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
  • Originality — The ability to come up with unusual or clever ideas about a given topic or situation, or to develop creative ways to solve a problem.
  • Fluency of Ideas — The ability to come up with a number of ideas about a topic (the number of ideas is important, not their quality, correctness, or creativity).
  • Flexibility of Closure — The ability to identify or detect a known pattern (a figure, object, word, or sound) that is hidden in other distracting material.

TECHNOLOGY SKILLS:
  • Microsoft Office Suite — Outlook, Word, Excel, PowerPoint, SharePoint, Visio

MINIMUM QUALIFICATIONS FOR HIRE:
Two (2) years of experience working with senior management and/or appointed/elected officials and Bachelor’s Degree from an accredited college or university with major course work in public or business administration, communication, social science, or applicable field.

Any equivalent combination of education and experience which provides the knowledge, skills, and abilities required to perform the job can be substituted. Education and course work can substitute for years of experience. Typical qualifications would be:

Experience:
  • Experience working with elected officials/governing boards and/or working as a paralegal.
  • Five (5) years of increasingly responsible administrative/executive support experience.
  • Knowledge of Board Administration operating procedures and pertinent federal, state and local laws, codes and regulations, related policies and procedures.
  • Expert knowledge of English (verbal and written) usage, spelling, grammar, and punctuation.
  • Knowledge of business letter writing and basic report preparation.

Education:
  • High School diploma
  • Certification as a Municipal Clerk.
  • College courses, Associates Degree, Bachelor’s Degree or Master’s Degree from an accredited college or university with major course work in public or business administration, communication, social science, or a related field.

COMMUNICATION:
This position requires regular communication inside and/or outside the organization to exchange factual information that can involve explaining policies, procedures, services, and options.

SUPERVISORY RESPONSIBILITY:
Supervises staff at direction of General Manager.

WORKING CONDITIONS:
Work is normally performed in an office environment, Monday through Friday between 8:00 a.m. and 5:00 p.m., with some schedule flexibility available with approval, and some attendance required outside of normal hours. Equipment utilized includes standard office equipment including personal computer, with job specific software and peripherals. The majority of each day will be spent on the computer and phone.

Lane Transit District is an AA/EEO Employer

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Transit Job Listing - Board Administrator