EXECUTIVE SECRETARY (MAINTENANCE AND ENGINEERING)

Provides complex secretarial and administrative support to executive management.This position will provide high-level administrative support to an Executive and the Operations Engineering department, ensuring efficient management of daily administrative operations and organizational priorities including maintaining an Executive's calendar, scheduling meetings, preparing travel, data compilation, preparation of correspondence and forms, and serving as a liaison between the Executive and internal/external stakeholders.Recruitment Timeline: Interviews are projected to be scheduled for the week of March 16, 2026. These dates are subject to change. We encourage you to monitor your governmentjobs.com profile and emails for the latest updates.

Composes, edits, and produces memoranda, letters, reports, meeting minutes, and other correspondence, including confidential material, from transcription and handwritten sources; proofreads and corrects for correct spelling, grammar, format, completeness, and content

Screens and responds to telephone calls and visitors, providing information, taking messages, and resolving problems

Sets up meetings and conference calls, including scheduling date and time, notifying and confirming participants, locating and reserving sites, setting up rooms, and providing support materials

Develops and maintains filing systems, records, and logs, including computerized database files

Maintains calendars and schedules, including appointments and travel arrangements

Makes travel arrangements and prepares reimbursement documents

Prepares compiles and processes personnel data, such as employee timesheets, payroll changes, attendance, and leave of absence

Coordinates general office activities and administrative support projects and follows up on pending items

Orders, maintains, and keeps inventory of office supplies

Processes purchase requisitions and maintains department purchasing card (PCard); responsible for PCard monthly bank statement reconciliation

Operates computers and various general office equipment

Identifies work/office deficiencies and recommends improvements

Prepares, processes, and resolves problems with standardized reports and various forms

Coordinates special events, such as offsite meetings, blood drives, etc.

May assign work to and train other secretarial and clerical staff

May be required to take and transcribe dictation and/or take minutes

May prepare, process, and maintain records of department purchase requisitions and vendor invoices

May be required to perform other related job dutiesA combination of education and/or experience that provides the required knowledge, skills, and abilities to perform the essential functions of the position. Additional experience, as outlined below, may be substituted for required education on a year-for-year basis. A typical combination includes:Education

Associate's Degree in Office Administration or a related field

Experience

Four years of relevant experience performing secretarial duties; some positions in this class may require specialized experience in area of assignment

Certifications/Licenses/Special Requirements

A valid California Class C Driver License or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions

Preferred QualificationsPreferred Qualifications (PQs) are used to identify relevant knowledge, skills, and abilities (KSAs) as determined by business necessity. These criteria are considered preferred qualifications and are not intended to serve as minimum requirements for the position. PQs will help support selection decisions throughout the recruitment. In addition, applicants who possess these PQs will not automatically be selected.

The following are the preferred qualifications:

Experience managing complex and dynamic executive schedules, calendars, and phone communicationsExperience managing the administration of large, complex, and diverse maintenance departmentsExperience compiling data and preparing reports for executive managementExperience working in a technical or engineering environmentExperience working in government, transportation, or rail industryKnowledge of (defined as a learned body of information that is required for and applied in the performance of job tasks)

General office practices and procedures

Proper telephone etiquette

Filing systems and recordkeeping practices

English usage, correct grammar, punctuation, and spelling

Metro's rules, policies, and procedures

Computer systems and general office equipment

Applicable business software applications

Skill in (defined as the proficient manual, verbal, or mental utilization of data, people, or things)

Performing secretarial work

Preparing and formatting letters, memoranda, and reports

Creating and maintaining filing and recordkeeping systems

Proofreading work and correcting errors

Effective time management

Analyzing situations and identifying problems

Exercising sound judgment and creativity in making decisions

Communicating effectively orally and in writing

Interacting professionally with various levels of Metro employees and outside representatives

Operating computers and general office equipment

Typing 40 net words per minute

Ability to (defined as a present competence to perform an observable behavior or produce an observable result)

Follow oral and written instructions

Handle highly confidential information

Meet tight time constraints and deadlines

Take initiative and work independently

Prioritize and follow up on tasks

Read, write, speak, and understand English

Special Conditions

This job specification is not to be construed as an exhaustive list of duties, responsibilities, or requirements

The physical demands described are representative of those that must be met by the employee to successfully perform the essential functions of this job

Metro provides reasonable accommodation to enable individuals with disabilities to perform the essential functions

This classification is at-will and the incumbent serves at the pleasure of the hiring authority when classified as an Intermittent, Emergency, Annuitant, or Temporary employee, is assigned to the Office of Inspector General (OIG) or Board Clerk's Office, and/or reporting directly to the LACMTA Board of Directors

Contributes to ensuring that the Equal Employment Opportunity (EEO) policies and programs of Metro are carried out

Working Conditions

Typical office situation

Close exposure to computer monitors and video screen

Physical Effort Required

Sitting at a desk or table

Operate a telephone or other telecommunications device and communicate through the medium

Type and use a keyboard and mouse to perform necessary computer-based functions

Communicating through speech in the English language required

(CA)

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