The Deputy District Secretary reports to the Executive Officer, District Secretary, and will perform detailed, complex, and highly responsible administrative and technical work. This would include providing support for the Boards of Directors and committees of the San Mateo County Transit District (“SamTrans”), Peninsula Corridor Joint Powers Board (“Caltrain” aka “JPB”), and the San Mateo County Transportation Authority (“TA”). This position is a working supervisor assisting with the supervision of the day-to-day operations, with a majority of the work on Caltrain matters, and serves in the absence of the Executive Officer, District Secretary.
Provide detailed, analytical, and responsible administrative support to the Executive Officer/District Secretary and to the General Manager/CEO, Executive Director, or Deputy General Manager/CEO.
Ensure agenda materials, meeting minutes, and other documents and correspondence relating to the official functions of the Boards and its committees are prepared, posted, and processed in accordance with the law, other guidelines, and inflexible legal deadlines.
Assist the Custodian of Record for Boards and committees matters; accurately maintain official votes and attendance and objectively document relevant information for the official record.
Take and record accurate summary meeting minutes of Boards and committees’ review and actions.
Oversees the accurate, timely preparation, and follow through for the approval, proper dissemination, and retention of all Boards and committees’ minutes, actions, and resolutions.
Manage, track, and help troubleshoot Agenda management workflow processes and Public Records Act requests. Assist with Conflict-of-Interest Code updates and multiple state-mandated filings for Statements of Economic Interests (Form 700s), ethics, and preventing harassment certifications.
Exercise sound judgment in proactively, tactfully, and professionally responding to inquiries from the public, staff, or Board members concerning any public proceedings, actions, or records requests.
Sufficient education, training and experience to demonstrate the knowledge and ability to successfully perform the essential functions of the position. Development of the required knowledge and abilities is typically obtained through but not limited to:
Bachelor’s degree in public administration, or closely related field.
Four (4) years Executive level administrative support.
The San Mateo County Transit District serves nearly 100,000 customers each weekday on its SamTrans buses, Redi-Wheel paratransit vehicles, Caltrain commuter rail cars and shuttles, as well as a robust capital program. The Transit District, which is in the heart of the San Francisco Bay Area, also is the managing agency for the San Mateo County Transportation Authority. Staff enjoys a dynamic organization that fosters personal development and professional advancement of its staff. The Transit District’s core values include integrity, customer focus, respect, quality, teamwork, leadership and accountability. Excellent benefits are provided.