SC-72: Confidential Assistant - Governance Support

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General Description of the Position's Function and Purpose

This position provides skilled secretarial and administrative support services covering a wide range of subject areas. The confidential and sensitive nature of the work which this position supports requires the incumbent to exercise self-initiative, good judgment, and have a broad knowledge of internal management policies and procedures. More specifically, one of the primary responsibilities of this position is to provide administrative support services to the Board of Directors, including taking and finalizing the board meeting minutes. This position also provides secretarial support to the administration of management’s labor relations programs and processes as they relate to administrative support to the Governance Support Department.

Duties and Responsibilities

• Assists in the preparation of materials that relate to Management’s strategies and positions relative to the negotiation process with the employee bargaining units.
• Assists in typing, duplication, and filing written materials used in determining and effecting Management policies directed toward the employee bargaining units.
• Takes and finalizes minutes of the meetings of the Board of Directors, and related documents, which include the Board Briefs and the State Council Board Report.
• Prepares materials for the agenda of the Board of Directors meetings.
• Composes and prepares correspondence on matters for the CTA Executive Officers as assigned.
• Edits bylaws, standing rules, reports, manuals, and correspondence for accuracy, style, and correct English usage, grammar, punctuation, and spelling.
• Arranges meetings, catering, and conferences as necessary.
• Maintains and coordinates calendars for the Executive Officers including coordinating requests for conferences and appointments, arranges appointments, meetings, and meeting facilities, and makes hotel and travel arrangements for the Officers and Board members as required.
• Handles and responds to inquiries and requests and directs such inquiries and requests to related departments, offices, and agencies of CTA as appropriate.
• Reconciles for payment member expenses.
• Prepares Board expense statements for payment.
• Plans, coordinates, and follows through on complex logistical projects as assigned.
• Performs other duties and special projects as assigned.

Qualifications

• AA/AS degree or four (4) years administrative support or executive secretarial work experience.
• Three (3) years experience using electronic data processing and word processing software in performing the work described above.
• Ability to communicate CTA structure, policies and procedures.
• Demonstrated ability and experience in taking meeting minutes.
• Demonstrated ability and experience in finalizing governance documents and manuals.
• Demonstrated ability to exercise sound judgment.
• Demonstrated ability to follow through on work assignments with little supervision.
• Demonstrated ability to effectively organize work, to set priorities, to maintain confidentiality, and to exercise self-initiative.
• Demonstrated ability to communicate clearly orally and in writing.
• High proficiency in secretarial skills including letter, memorandum and report formatting, grammar, punctuation and spelling.
• Demonstrated ability to function effectively under pressure and solve routine office problems within established departmental procedures.
• Demonstrated ability to relate well to CTA leadership, members, management, staff, and others.
• Demonstrated ability to exercise planning, coordinating, and follow-through skills as applied to large complex logistical projects.
• Ability to work overtime.
• Ability to travel. 

Desirable Additional Qualifications:

• BA or BS degree.
• Extensive knowledge of CTA’s organization structure, departmental functions, executive and policy-making bodies, and staff structure.

This is a confidential assistant position external to the CAS Bargaining Unit.

CTA is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, age, sexual orientation, national origin or disability.