Executive Assistant
Full Time | Roseburg, OR
Position: Executive Assistant
Reports to: General Manager
Status: Full-Time
About the UPTD:
The Umpqua Public Transportation District serves communities of Roseburg and Winston, Dillard, Sutherlin, Oakland, Myrtle Creek, Tri-City, Riddle, and Canyonville with hourly service to and from Roseburg, OR as well as Paratransit and Dial-A-Ride services
Job Overview
The Executive Assistant works directly alongside our executive team (primarily our GM/CEO) in many of the essential processes that keep our business running. This position offers the exciting opportunity to learn all elements of our business from the inside out, which makes it a great fit for a driven individual looking to gain professional experience in Public Transportation
Duties
The Executive Assistant is a well-adapted, professional, assertive, exceptionally organized and is a rock-star at prioritization and interpersonal communication. Represents and supports the General Manager to the public via phone, email, and personal contact; interacts with executive level management and elected officials from public and private organizations and entities, department heads, Agency staff, and general public; responds to requests for information and assistance; provides information regarding Agency policies, procedures, rules, and regulations; resolves citizen concerns and complaints, maintains strict confidentiality regarding various material and information. Serves as the Clerk to the Board and ensures requirement of Oregon Public Records and Meetings Law and all applicable Federal, State and Local legal requirements are met. Prepares and places legal notices for public hearings and special meetings as required by law. Coordinates and provides support and communications to the UPTD Board and Citizen Advisory Committee. Attends Board and Committee work sessions and regular meetings as recording secretary; composes, summarizes related minutes. Edits and proofreads materials prepared by staff to ensure inclusion of timely, pertinent source information. Coordinates and prepares distribution of monthly Board packets. Acts as the Agency’s Public Records Officer, receiving and ensuring requests for public information conform to state Public Records Act and similar laws. Coordinates with staff, public, and others to meet requirements. Analyzes, evaluates and monitors requests and responses for timeliness and responsiveness. Serves as the Agency’s records retention coordinator and official custodian of Agency records. Assists in development and implementation of records retention plans. Maintains, retains and disposes of contracts, records and documents including Executive and Development documents on agency website. Respond to subpoenas for records. Composes, types, reviews and edits, correspondence, reports, and departmental and division related materials. Maintains mail lists and databases. Assists with quarterly grant reporting. Represents the General Manager on various internal committees. Assists in planning and implementing special events. Prepares related promotional materials. Prepares and distributes meeting notes. May be required to represent the Agency at external events. Represents Agency at outside transit organization conferences. Attend ongoing training required to keep current with Public Meeting, Public Records and Records Retention processes and laws. Coordinates meeting room usage. Sets up and maintains boardroom, storage areas. Orders and sets up meals for meetings. Coordinates travel arrangements and conference registrations for the General Manager, Directors and other employees as requested. 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 with writing, reviewing, and distributing Agency policies, procedures. Maintains General Manager’s policy manuals. Assists General Manager, Operations Manager and Finance Manager with tasks associated with Human Resources, Benefits, Operations and Finance as needed and/or requested.
Provide back-up for other staff as requested or as workload necessitates. Performs other duties of a similar nature or level. This Executive Assistant position offers an exciting opportunity for individuals looking to contribute their skills in a dynamic work environment while supporting our leadership team.
Must meet regular time and attendance standards. Regular, consistent, on-time attendance is required with overtime usually being associated with Board Meeting preparation and attendance.
Job Type: Full-time
Pay: $50,000.00 - $55,000.00 per year
Benefits:
- Dental insurance
- Flexible schedule
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Schedule:
- 8 hour shift
Ability to Relocate:
- Roseburg, OR 97470: Relocate before starting work (Required)
Work Location: In person