Executive Assistant (Finance & Information Services)

Position performs responsible secretarial and general administrative work for the Chief Financial Officer (CFO) and the Chief Information Officer (CIO), and the Board Operations Committee. Work involves verbal and/or written communication with management, labor groups, elected officials, the general public and people from the business community. Work and information handled may, at times, require complete confidentiality and the exercise of discretion. and strong personal judgement. Work requires the working knowledge of the functions of the Finance and Administration Division under the CFO and the Technology Services Division under the CIO, respectively. Work is subject to checks and controls and requires concentrated attention to prevent errors, which if not detected, could result in significant losses of time, money and potential cybersecurity concerns. Duties are sedentary in nature, performed under good work conditions.

Essential Functions:

• Act as personal and confidential assistant to the CFO and the CIO. Make appointments and keep schedule for the Division Chiefs.

o Disseminate to department heads and other responsible staff division policies and procedures promulgated by the Chiefs and their Directors.

o Maintain Chief's confidential correspondence and technical files. Provide administrative assistance in support of Chief's role in determination, formulation and administration of the fiscal and information technology policies of STA.

• Responsible for timely compilation, preparation and management of assigned committee packets, including writing and processing agenda items. Prepare packets and arrange for their distribution to committee or Board members, staff and appropriate individuals. Provide committee or Board meeting items to the Clerk of the Authority for inclusion in monthly Board packets.

o Responsible for the Board Operations Committee, to include scheduling, agenda items and taking and transcribing minute meetings. Meets one day a month.

o Type correspondence, reports and other materials. Independently compose, sign and mail routine correspondence or other documents essential to on-going daily operations.

o Proof, edit, and prepare materials (both public and confidential) for presentation to STA Board and committees.

o Take and transcribe minutes of committee and staff meetings and maintain meeting records.

o Assist and back-up Executive Assistant's as necessary for the organization

o Independently meet the public; answer inquiries requiring knowledge of organization policies, procedures and activities, or direct them to proper offices.

• Assist in all administrative matters pertaining to finance, including the maintenance of various accounts; the accumulation and compilation of data for preparation of accounts payable generation, financial and operating statements, applications and reports

o Plan and arrange own work, follow established procedures, and refer unusual matters to the Chiefs of Finance and Technology Services.

o Attend and participate in senior staff and Executive Assistant meetings.

o Coordinate travel and/or training for Chiefs, entire Division and other employee groups as requested.

o Maintain and update travel and training expenses. Produce reports for the Board and other Committees. Serve as Advance Travel Expense custodian for the organization.

o Must be knowledgeable in computer applications including MS office suite, Adobe Acrobat Pro, basic knowledge of SharePoint and file site management, and basic AI tools (Copilot, Chat GPT)

o Compilation and preparation of Annual Excess Workers Compensation application for renewal.

o Process renewal of annual Business Licenses for Organization.

o Complete annual insurance renewal for facility storage tanks and cybersecurity.

o Perform requested survey work for the Chief on financial and performance indicator comparisons and other business operations.

Do you have experience in SharePoint?, Five years of progressively more responsible clerical and secretarial work experience. Vocational or business education may be substituted on a year for year basis for up to two years of the required work experience. Note taking skills.

Physical Requirements The physical activity of position requires the ability to stoop, reach, and talk. Must be able to hear well enough, with or without correction, to receive detailed information through verbal communication. Exert up to 10 pounds of force occasionally and/or a negligible amount of force constantly to move objects. Visual acuity to determine depth and field of vision. Repetitive motions of wrist, hands and/or fingers.

Computer Skills Proficient in the Microsoft environment (Word, Excel & Outlook specifically) and Adobe Acrobat. Ability to keyboard accurately at the minimum rate of 70 words per minute.

Pulled from the full job description

• Tuition reimbursement
• Pet insurance
• AD&D insurance
• Health insurance
• Retirement plan
• Paid time off
• Vision insurance, In addition to the career opportunity, a competitive salary, and Spokane's many recreational activities, we offer an excellent benefits package which includes:
• Annual salary of $66,980 - $89,761 depending on qualifications
• PPO Medical Plans (Vision coverage included)
• Premera Blue Cross - Your Choice 250 Heritage Plus Plan
• Kaiser Permanente CDHP PPO Plan
• HMO Medical Plans (Vision coverage included)
• Kaiser Permanente Medical Core Plan
• Kaiser Permanente Medical Core Buy-Up Plan
• Delta Dental PPO Plan
• WA State Public Employee's Retirement System (PERS)
• PERS 2 or PERS 3
• Deferred Compensation/457 plan
• Health Reimbursement Arrangement (HRA) employer contribution of $50/month
• Employer Paid Basic life ($50,000), AD&D ($50,000) and long-term disability insurance
• Pet Insurance
• AFLAC Supplemental Insurance
• Vacation Accrual Schedule (paid)
• 0-4 years of continuous service - 2 weeks per year
• 5-9 years of continuous service - 3 weeks per year
• 10-14 years of continuous service - 4 weeks per year
• 15+ years of continuous service - 5 weeks per year
• Sick Leave Full-time employees - 96 hours per year maximum
• .0462 hours earned per hour in paid status 8 hours per month maximum
• 8 Paid Holidays
• 4 Floating Holidays
• Free bus passes for employee and dependents
• Free Rideshare for employees
• Participation in 9/80 Flex schedule after 6 months
• Onsite workout facility
• ACCENTRA Employee Assistance Program
• For more detailed information visit the link below

https://www.spokanetransit.com/about-sta/employment/benefits/

Spokane Transit is an Equal Employment Opportunity Employer. All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of age, disability, ethnicity/race, national origin, religion, gender, gender identity, sexual orientation or veteran status.

Pay: $66,980.00 - $89,761.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement