Executive Assistant (Office of the Chief)

Marketing Statement

Ride BART to a satisfying career that lets you both: 1) make a difference to Bay Area residents, and 2) enjoy excellent pay, benefits, and employment stability. BART is looking for people who like to be challenged, work in a fast-paced environment, and have a passion for connecting riders to work, school and other places they need to go. BART offers a competitive salary, comprehensive health benefits, paid time off, and the CalPERS retirement program.

Note: First review of applications will be Monday, December 9, 2024.

Salary
$115,595.00 /annually - $175127.00/annually (Non-Represented Pay Band 5)

*Initial salary is negotiable between $130,000.00 - $138,452.20 commensurate with experience and education.

Who May Apply
All current BART employees and qualified individuals who are not yet BART employees.

Reports To
Chief of Police

Department
BART Police Department is a progressive agency and has been on the forefront - and in some cases the model approach to training in the areas of fair and impartial policing, bias-based policing, crisis intervention, cultural competence training, and de-escalation training. The mission of the BART Police Department is to ensure a safe environment within our transit system, reduce crime through a highly visible police presence, and proactive enforcement of the law, and to promote public confidence by working in partnership with our stakeholders and the communities we serve.

Current Assignment
The position requires a high degree of responsiveness, confidentiality, and professional level support capabilities. The incumbent will be responsible for the coordination and management of all BART Police Department programs and the administrative activities in the Office of the Police Chief, including but not limited to coordinating and prioritizing the Chief's schedule, receives, and responds to correspondences within the Department, District, and other agencies, and preparing confidential and managerial documents for presentations.

The ideal candidate will have excellent customer service, writing, presentation, and reporting skills, proficient in Microsoft Office, and be comfortable in a fast-paced environment where priorities shift, and flexibility is essential.

Selection Process
Applications will be screened to ensure that minimum qualifications are met. Those applicants who meet minimum qualifications will then be referred to the hiring department for the completion of further selection processes. The selection process for this position may include a presentation, skills/performance demonstration, supplemental questionnaire, written examination, and/or an individual or panel interview. Candidates must pass each phase to move on to the next phase of the selection process.

Phase 1: Minimum Qualifications: A review of each applicant's employment application to verify possession of the minimum qualifications. Note that the hiring department may incorporate additional screening criteria or a supplemental questionnaire to identify candidates with the ideal knowledge and skills beyond the minimum qualifications.

Phase 2: Oral Board Interview: Applicants who meet the minimum qualifications and/or additional screening may be invited to participate in the interview process.

Phase 3: Second Round Interview which may include an interview with the Chief of Police or designee. Note that the Police Chief may employ the "Rule of 5" recruitment policy for final selection.

Phase 4: Background Investigation

The successful candidate must have an employment history demonstrating reliability and dependability; provide copies of certificates, diplomas or other documents as required by law, including those establishing his/her right to work in the U. S.; pass a pre-employment medical examination which includes a drug and alcohol screen, and which is specific to the essential job functions and requirements. Pre-employment processing will also include an extensive background check and successful completion of a polygraph exam. (Does not apply to current full-time BART Police Department employees unless specific job requires additional evaluations).

If you are selected to proceed in the background investigative phase of the process, you will be asked to provide some essential documents. The following are some of the documents you may be asked to provide: naturalization/citizenship papers, birth certificates, school transcripts, proof of selective service (men only), DMV driving history documents, proof of automobile insurance, marriage or divorce certificates (if applicable), and POST certificates (if applicable).

Candidates who are unsuccessful in the selection process can reapply for future job openings at a later date.

1. Performs a variety of complex administrative, operational, and analytical duties in support of an Executive Manager or Board Officer; coordinates project activities with District departments, divisions and external organizations.
   
   
2. Coordinates the development, analysis and formulation of the department's annual budget; assists with the development of guidelines and instruction on budget process and procedures; reviews requests for staffing and capital outlay; forecasts funds needed for staffing, equipment and various projects; prepares departmental budget presentations; plans, receives, pays, and improves invoices, generates budget reports; provides status updates to appropriate Executive Manager or Board Officer.
   
   
3. Assists with the implementation of policy and procedural modifications; evaluates impact on divisions or departments; develops implementation plans; recommends and implements modifications.
   
   
4. Implements new systems, methods, and procedures; monitors program progress in meeting goals and objectives; conducts updates with management staff to inform and advise on project progress; makes adjustments as necessary.
   
   
5. Coordinates and participates in District department or division organizational studies involving administrative or operational systems, procedures, functions, processes and techniques.
   
   
6. Develops, implements and administers special administrative programs; analyzes current and historical trends; prepares and presents reports.
   
   
7. Prepares clear, concise, and competent reports, correspondence, and other written materials.
   
   
8. Provides assistance in organizational development in assigned areas; identifies issues; collects data; analyzes alternatives and makes recommendations.
   
   
9. Participates in special projects including research of new programs and services, budget analysis and preparation, and feasibility analyses; prepares and presents reports.
   
   
10. Trains assigned employees in their area of work including administrative methods, procedures and techniques.
    
    
11. Oversees general office activities; procures supplies; approves invoices; develops personnel schedules; responds to inquiries; investigates complaints; provides general analytical support.
    
    
12. Represents assigned area at various meetings with other departments, divisions, outside agencies and contractors; communicates projects and activities with others as appropriate; prepares for and provides assistance with hosting and participating in transportation related meetings and events.
    
    
13. Responds to and resolves difficult and sensitive inquiries and complaints.

• Operational characteristics, services and activities of assigned program are including administrative, financial, or operations functions.
• Principles and practices of program development and implementation.
• Principles and practices of budget preparation and administration.
• Methods of administrative, organizational, economic, and procedural analysis.
• Methods and techniques of statistical and financial analysis.
• Business computer applications for statistical analysis and data management.
• Principles and practices of procurement, purchasing, and accounting.
• Methods and techniques used to conduct a variety of analytical studies.
• Principles, practices, methods and techniques of report preparation.
• Principles and procedures of record keeping.
• Office equipment including computers, supporting word processing, and spreadsheet applications.
• Related Federal, state and local laws, codes and regulations.
  
  

• Performing complex analytical duties.
• Preparing, administering and monitoring capital and operating budgets.
• Organization, administration, and management.
• Maintaining accurate records and files.
• Preparing clear and concise administrative, budgetary, and financial reports.
• Collecting, evaluating and interpreting complex information and data.
• Reviewing and analyzing complex technical documents and proposals.
• Developing and interpreting goals, objectives, policies, and procedures.
• Analyzing complex problems, identify alternative solutions and recommend conclusions.
• Working independently in the absence of supervision.
• Interpreting and apply laws, policies, rules and regulations.
• Communicating clearly and concisely, both orally and in writing.
• Operating office equipment including computers and supporting word processing and spreadsheet applications.
• Establishing and maintaining effective working relationships with those contacted in the course of work.

Equal Employment OpportunityGroupBox1

The San Francisco Bay Area Rapid Transit District is an equal opportunity employer. Applicants shall not be discriminated against because of race, color, sex, sexual orientation, gender identity, gender expression, age (40 and above), religion, national origin (including language use restrictions), disability (mental and physical, including HIV and AIDS), ancestry, marital status, military status, veteran status, medical condition (cancer/genetic characteristics and information), or any protected category prohibited by local, state or federal laws.

The BART Human Resources Department will make reasonable efforts in the examination process to accommodate persons with disabilities or for religious reasons. Please advise the Human Resources Department of any special needs in advance of the examination by emailing at least 5 days before your examination date at employment@bart.gov.

Qualified veterans may be eligible to obtain additional veteran's credit in the selection process for this recruitment (effective Jan. 1, 2013). To obtain the credit, veterans must attach to the application a DD214 discharge document or proof of disability and complete/submit the Veteran's Preference Application no later than the closing date of the posting. For more information about this credit please go to the Veteran's Preference Policy and Application link at www.bart.gov/jobs.