Management Secretary - This Position Is Open To VTA Employees Only

Application Information

Posted: June 30, 2008; Expires: 2008-07-14

$3,954.54 - $4,587.27 (Mid-Point)

*This job bulletin may be closed any time after ten (10) days from the date of issuance if sufficient qualified applications are received. Therefore, it is important to submit your application as soon as possible.

Important: Each completed application must include answers to the Supplemental Questions listed below. Applications without the required supplement will be rejected. Résumés will not be accepted in lieu of answers to the questions.

The Position

Under general supervision, a Management Secretary performs responsible, varied, and confidential clerical and administrative duties in relieving an administrator and/or staff of routine administrative detail.  Positions in this class support a manager by organizing the activities and office of the manager that allows for more effective use of the manager’s time as well as providing support for the unit’s activities.  The Management Secretary differs from lower-level clerical classes because the latter are engaged in tasks that arise from the work of the unit and are not doing tasks primarily in support of the unit’s manager.  Positions in the Management Secretary classification may supervise lower-level clerical positions.  Positions in this class are distinguished from other secretarial classes in that the manager supported is a non-represented manager, and matters of a confidential nature are part of the duties of this class.

Minimum Qualifications

Sufficient training, education and experience that demonstrate possession of the following knowledge, skills and abilities. Development of the required skills, knowledge and abilities is typically obtained through training and experience equivalent to:

• Completion of the 12^th grade or equivalent;
• Three (3) years of administrative/clerical experience that has provided an opportunity to become proficient with computer software programs such as word processing and spreadsheets and possession of the following knowledge and abilities; and
• Ability to accurately type at the net rate of 30 wpm. (See ‘Typing Requirements’ below)

                                              Typing Requirements

• The typing requirement for this classification is 30 net words per minute.
• If VTA has a current (within one year) typing test on file, please indicate this on your application.
• If you are currently in a VTA classification that has 30 net words per minute typing requirement, you are not required to submit proof or retake the typing test.
• If neither of the above applies to you, you must submit evidence that you can type at 30 net words per minute with your application.  Submit an original certificate and the corresponding original typing test, from an accredited community college, business college, adult education center, or temporary employment agency.  The certification must include (a) a statement that it was a 5 minute timed test; (b) score in gross words per minute, number of errors and net words per minute; (c) date of the test (must have been within one year.
• You may also arrange to take the typing test with the Human Resources Office by calling (408) 321-5575.                                                         

Knowledge of

·        Basic office administrative practices and procedures, including business letter writing and the operation of common office equipment such as typewriters, calculators, copy machines, facsimiles, and personal computers (with common software such as word processing, data base, and spreadsheet software);

·        Record keeping, filing, and report preparation;

·        Correct English usage, including spelling, grammar, and punctuation;

·        Basic mathematics.

Ability to

·        Interpret and apply office policies and procedures;

·        Perform tasks in support of a manager (i.e., maintaining a calendar, making travel arrangements, performing reception duties);

·        Use discretion in organizing activities and setting priorities;

·        Operate modern office equipment, including personal computers;

·        Gather and compile information, prepare reports and numerical summaries;

·        Type a variety of documents including correspondence, reports, technical specifications, minutes of meetings, financial statements, memoranda, lists, and other written materials or documentation using word processing equipment, software, or other office equipment;

·        Analyze information and materials and formulate conclusions based upon prescribed policies and procedures;

·        Establish and maintain effective relationships with those contacted in the course of work;

·        Organize work, set priorities, and adjust to frequently changing priorities; meet critical deadlines and follow up on assignments with a minimum of supervision;

·        Maintain records on a computerized data base;

·        Learn specialty software programs specific to the unit.

Examination

• The examination will include one or more of the following parts: application appraisal, supplemental screening, written examination, oral examination, and/or performance test. 
• VTA complies with the Americans with Disabilities Act.  Any applicant requiring special assistance for testing should notify the Employee Services Department if accommodation is required.  Documentation will be required for those requesting accommodation.
• Applicants for employment must be willing to be fingerprinted for the purpose of obtaining “Summary Criminal History Conviction Information” from State and Federal record agencies.
• All job applicants selected for appointment to this position are subject to pre-employment drug testing.  A final job applicant will be tested for five prohibited drugs (and their metabolites): cocaine, PCP, amphetamines, marijuana, and opiates.

Supplemental Questions

Please provide written responses to the questions below and attach to your application.  Following evaluation of applications and responses to the supplemental questions, those applicants deemed most qualified will be invited to continue in the selection process.

1. Describe your experience working with various computer programs and how you applied them in your work (e.g., spreadsheet, database, word processing, etc.)  Indicate the programs you are familiar with and your level of expertise with each program.
2. Describe your experience organizing and coordinating multiple tasks and meeting deadlines.
3. Describe your experience in establishing and/or maintaining effective filing systems.
4. Describe your experience in maintaining effective work relationships with management, staff, and outside contacts. Give a detailed example of how you have successfully maintained effective relationships in the work place.
5. If you have had experience training, assigning and reviewing the work of others, indicate the type, level, and size of the staff that you supervised.

Benefits

VTA offers a generous benefit package including: vision care, a choice of health plans, dental coverage, an employee assistance program, life insurance, and liberal holiday, vacation, and sick leave.  A credit union and deferred compensation are also available to employees at their option.

The Santa Clara Valley Transportation Authority (VTA) also contributes to the Public Employees Retirement System for the 2% at 55 Plan and pays the employee’s regular contribution of approximately 7%.  The 7% contribution can be refunded to an employee who resigns prior to retirement.

Social Security taxes will be deducted from each employee’s bi-weekly salary.

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Application Information

The recruitment for positions may close any time after 10 days from the date a job is posted if sufficient applications from qualified applicants are received. Therefore, it is important to submit your application as soon as possible.

Download a Job Application:

• VTA Job Application in Adobe Acrobat Format (pdf)
  • Submit this form only to apply for VTA positions.
  • You may type your information into the form.
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• VTA Job Application in plain-text format (txt)
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• To download this file, it may be necessary to right-click on the link and choose to download or save the file.

Job applications will not be accepted on line. They must be printed, signed, and delivered to the Human Resources Department.

If you are unable to print the VTA Employment Application, or you can not view the Job Bulletins from this website, you may request applications and/or copies of the bulletins by calling (408) 321-5575 or by emailing us at Personnel@vta.org.

You may also obtain Employment Applications and/or Job Bulletins by mail or by picking them up at:

Santa Clara Valley Transportation Authority
3331 North First Street
Human Resources Department - Building B
San Jose, California 95134-1927

Office Hours are Monday through Friday, 8:00 AM to 4:30 PM

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