Intercity Transit Hiring for Executive Assistant II – Clerk of the Board, Public Records Officer Job at Olympia, WA Full Time

JOB

Executive Assistant II – Clerk of the Board, Public Records OfficerIntercity Transit is a growing, innovative, and mission-driven Public Agency that provides fare free public transportation to the people who live and work within Olympia, Lacey, Tumwater, and Yelm. Through our work, we provide transportation to jobs, schools, community events, and personal and business activities. We are currently recruiting for an Executive Assistant to contribute to our overall success by processing requests for public records, developing record retention plans, representing the Executive Department, and communicating with the Transit Authority Board.If you have: Effective communication skills both verbally and in writing. Advanced skills in creating, formatting, and proofreading documents and public records for content, clarity, grammar, and punctuation.Skills in organizing, prioritizing, and delivering on complex and competing work assignments.Strong computer skills, including Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, and Teams).Excellent interpersonal skills and the ability to engage effectively and collaborate with staff, co-workers, and executive leaders.Ability to maintain high levels of integrity and discretion in handling confidential information.Then this position is for you! Intercity Transit is looking for an Executive Assistant to complete a variety of executive administrative duties including support and research for the Executive Department, The General Manager, the Intercity Transit Authority, volunteers, and employees. This position is one of two Executive Assistants providing support for the Executive Department. This position will serve as the agency’s Public Records Officer and provide staff support to the Community Advisory Committee. It’s an exciting time to join IT!Build a career you enjoy, in an agency that is a nationally recognized small urban transit system with diverse services and strong community support. Intercity Transit provides fixed route transit, ADA paratransit and vanpool services in Washington state’s capitol city of Olympia in addition to the neighboring communities of Lacey, Tumwater, and Yelm. This is an exciting time with great opportunities, and we invite you to join us in our mission to provide and promote transportation choices that support an accessible, sustainable, livable, healthy and prosperous community.

EXAMPLE OF DUTIES

As the Executive Assistant II, you will: Serve as the Agency’s Public Records Officer, receiving and processing requests for public records pursuant to the Public Records Act, RCW 42.56, and similar laws. While exercising considerable independent judgment and decision making will review records for exempt information and apply redactions prior to release; prepare and maintain exemption logs; utilize knowledge of Office 365 eDiscovery to search for electronic records; will maintain knowledge of changes in case law and legislation regarding the Public Records Act and update staff; will maintain membership in the Washington Association of Public Records Officers (WAPRO) and attend annual trainings, will maintain or obtain Certified Public Records Officer designation through WAPRO; will maintain public records request database for annual reporting to the Joint Legislative Audit and Review Commission (JLARC). Coordinates with staff, public, legal counsel, and others. Evaluates, analyzes, and monitors requests and responses for timeliness and responsiveness. Coordinates agency responses for litigation discovery requests and agency interrogatories.Serves as the official custodian of Agency records. Assists in the development and implementation of records retention plans. Maintains, retains, and authorizes the disposition of all Agency records pursuant to the Preservation and Destruction of Public Records, RCW 40.14; coordinates with the Washington State Archives for the transfer of archival records. Responds to subpoenas for records, conducts Agency trainings. Coordinates, provides support, and communications to the Transit Authority Board and Citizen Advisory Committee. Attends work sessions and regular meetings as recording secretary; edits and proofreads materials prepared by staff. Represents and supports the Executive Department to the public; interacts with executive level management and elected officials, department heads, Agency staff, and the public; responds to requests for records and assistance; provides information regarding Agency policies, procedures, rules, and regulations; resolves citizen concerns and complaints, maintains strict confidentiality regarding various materials and information.Composes, types, reviews and edits, correspondence, reports, and departmental and division related materials. Maintains mail lists and database(s). Formats contracts, Procurement and Development division documents and forms. Assists with annual strategic plan. Represents the Executive Department on various internal committees. Assists in planning and implementing special events. Prepares related promotional material. Prepares and distributes meeting notes. Represents Agency at conferences and external events. Coordinates meeting room usage. Sets up and maintains rooms and schedules audiovisual equipment usage. Serves as the Clerk to the Board and ensures requirements of Open Public Meetings Act and all applicable legal requirements are met in the absence of the Clerk of the Board. Prepares and places legal notices for public hearings and special meetings.Prepares and distributes weekly internal employee news, prepares electronic presentations and weekly Executive Report.Ability to be bonded and able to become a Notary Public.Performs other duties of a similar nature or level.

MINIMUM QUALIFICATIONS

Are you the one we are looking for? Associate degree.Three (3) years of increasingly complex administrative support OR an equivalent combination of education and experience sufficient to successfully perform the essential duties of the position. You must be willing to submit to a criminal background investigation, the results of which must meet the agency’s hiring criteria.Knowledge of customer service and public relations principles; rhetorical, oratorical, and grammatical theory and practices; event planning; basic graphic design; electronic calendaring; meeting planning; records maintenance, retention policies, practices, and methods; applicable federal, state, and local laws, rules and regulations; data collection and analysis; consensus building techniques; and modern office procedures.Skilled in prioritizing work and managing multiple requests for public records and other information using computers and applicable software; resolving conflict; compiling and analyzing data and information; preparing reports, meeting agendas and minutes; interpreting and applying policies, procedures, and guidelines; writing and editing documents; maintaining confidentiality of sensitive material and information; operating modern office equipment; solving problems; and interpersonal skills.Intercity Transit is committed to taking the steps necessary to provide the safest workplace possible for our employees. Intercity Transit and our Authority Board require a COVID-19 vaccination as a condition of employment. It is critical that we protect ourselves, our co-workers, families, and customers, in order to accomplish our mission to provide critical transportation services to our community. Candidates will need to provide proof of vaccination or submit a request for accommodation for medical reasons or a sincerely held religious belief. Please note that while some requests for medical or religious accommodations may be found valid, the agency may not be able provide an accommodation.

SUPPLEMENTAL INFORMATION

What’s in it for you?Receive a competitive salary of $30.80 – $41.56 an hour in addition to annual general wage/cost of living adjustments typically received in January and step increases in July (if not at top of salary range). A hybrid schedule (requiring at least 2-3 days a week in the office) is available.Comprehensive medical, dental, and vision coverage for employees and eligible dependents.PERS Retirement Plans (through Washington State Public Employee’s Retirement System) along with voluntary deferred compensation plans (401k and 457) with employer match up to 6.2%.12 to 25 vacation days per year depending upon date of eligibility and length of service.12 days of sick leave per year depending upon date of eligibility.Up to 48 hours of floating holiday time.$200 incentive for each COVID-19 booster vaccination dose.$420 cell phone allowance semi-annually.Ready to jump on board? We would love for you to apply! Please submit a letter of interest and resume that includes your last ten years of work/volunteer/military/school history to www.intercitytransit.com/employment. Be advised, we will not consider incomplete applications. Intercity Transit’s preferred method of communication is via email, so an accurate and active email address is essential.Completed applications must be received by 5:00pm on Thursday, January 26, 2023.Intercity Transit is an equal employment opportunity employer and strives to provide a culturally diverse workforce. We also take pride in being a drug free workplace. Note that Intercity Transit is subject to requirements of the Federal Drug-Free Workplace Act and CFR Part 40 & Part 655, which prohibit the use of marijuana at any time while employed by Intercity Transit.