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This position serves as the administrative liaison to the Office of General Counsel, proactively managing diverse and complex administrative projects, including management of project and case/claim administration and tracking, management of claims and District insurance coverages, and management of correspondence and calendars and records management. Under general direction of the General Counsel s/he performs a multitude of advanced level administrative tasks requiring optimal prioritization skills to manage multiple projects simultaneously using tact and discretion.

Distinguishing Characteristics

This position is distinguished by the need to perform difficult and complex office work requiring independent judgment and discretion; to serve as a liaison to the General Counsel and his/her staff, the public and representatives from governmental, industry, media, and other agencies; and to perform related work as required. The individual in this role must approach the duties with personal ownership of the need to provide exceptional service and a responsibility to go “above and beyond” the minimum requirements. S/he must work well under pressure and respond positively and productively in an environment with rapidly changing deadlines and priorities.

The individual in this position is designated as a Confidential Employee as s/he will be privy to highly confidential and sensitive information on internal District matters pertaining to the decision-making process on matters relating to potential and current litigation, labor relations and/or personnel and employment, and other items of general legal and/or liability concerns. This position is designated as “at-will” in accordance with the North County Transit District (NCTD) Employee Handbook.

Essential Functions

Duties may include, but are not limited to, the following:

• Provides high level of administrative support to a wide variety of highly complex and confidential administrative legal functions and projects.

• Reviews and maintains all claim and litigation records using the Document Management System.

• Reviews and processes all property and personal injury claims and provides support to counsel in determination to settle or deny the claims.

• Oversees contractor claims process to ensure claims are resolved in accordance with contract requirements.

• Coordinates all insurance policies and programs on behalf of the District and oversees all functions related to the District’s Broker of Record.

• Provides responsive, high quality service to NCTD employees, representatives of outside agencies and members of the public by providing accurate complete and up-to-date information, in a courteous, efficient and timely manner.

• Meets and confers with counsel to retain expert consultants, where applicable. • Initiates the drafting and finalization of written correspondence and reports. • Responds independently and with minimal direction to inquiries and correspondence from the public, elected officials, attorneys, public and private agencies, District staff, and the Board of Directors. • Maintains schedules and calendars; and coordinates meetings and conferences.

• Completes critical and time-sensitive documentation; and provides confidential assistance to the communication efforts of General Counsel and Senior Legal Counsel.

• Researches, analyzes, and presents data for reports and other documents.

• Maintains files and documentation of the Office of General Counsel.

• Interprets and explains District and organizational policies, rules, and regulations in response to inquiries from internal and external sources.

• Composes, proofreads, and edits reports, policies, procedures, legal documents, and operating manuals; as well as letters and other correspondence.

• Organizes, and maintains a wide variety of electronic and paper files and other critical documents.

• Provides follow-up and/or oversight to other senior managers and staff as needed to support project tracking as assigned by the General Counsel and Senior Legal Counsel.

• Perform other related duties as assigned.

Education/Experience

• Bachelor’s Degree in Business Administration, Public Administration or related field required.

• Six (6) years of increasingly responsible administrative or legal support that involved frequent public contact.

• Experience in the public sector a plus, but not required.

• Experience in claims and insurance administration strongly preferred.

A combination of experience/skills and education to fulfill the requisite knowledge, skills and abilities for this position may be considered.

Certificates/Licenses

• Possess and maintain a California driver’s license, Class C, and a satisfactory driving record for the last five years.

• Maintain compliance with the District’s policies regarding Conflict of Interest and Ethics.

General Requirements

• Possesses a polished, diplomatic and positive demeanor with the ability to interact successfully with a wide range of individuals and build strong relationships.

• Must exhibit a friendly, professional and customer-service oriented demeanor at all times.

• Exceptional relationship-building skills to deal effectively with individuals at all levels of responsibility and authority.

• Highly confidential and able to handle difficult situations with diplomacy and tact.

• Ability to work effectively under pressure, multi-task, and organize work flow so as to deliver high-quality products within established deadlines.

• Exceptional written and oral communication skills, including knowledge of the structure and content of the English language such as the meaning and spelling of words, rules of composition and grammar. Superior writing and proof-reading skills.

• Meticulous attention to detail and outstanding follow through.

• Proactive initiative and flexibility, accustomed to working in a fast-paced environment.

• Ability to analyze situations, exercise sound judgment and use discretion to maintain confidentiality of sensitive information and materials.

• Demonstrated above-average proficiency in computer software programs, particularly the Microsoft Office Suite, including Microsoft Word, Excel and PowerPoint. Experience with Document Management Systems and Enterprise Resource Planning (ERP) systems, such as JDEdwards a plus.

Apply online at www.gonctd.com/careers for consideration. NCTD is an EEO employer.