Administrative Assistant, Finance & Budget

Long Beach Transit•Long Beach, CA

19d

About The Position

Under the direction of the Executive Director/VP Finance and Budget (ED/VP), the Administrative Assistant (AA) provides administrative support to the ED/VP in managing the department’s portfolio of initiatives including strategy, results, priorities, goals and opportunities. In addition, the AA is responsible for ensuring the timely submittal of all external reporting requirements. The AA is a member of a critical cross-departmental Administrative Coordinating Team (ACT), comprised of executive assistants and administrative professionals, whose mission is to improve efficiency and communication across the organization.

Requirements

Managing multiple projects and priorities simultaneously
Demonstrating initiative
Creating a climate of optimism
Collaborating by working together through idea sharing and problem solving to a accomplish a goal
Be open to new ideas and continuous improvement
Positively communicates both orally and in writing
Excellent grammar, spelling, punctuation and writing skills
Strong organizational and management skills
Maintains high degree of confidentiality at all times
Project management skills necessary to plan, coordinate and ensure proper implementation of all administrative matters related to the functioning of the department
Outstanding computer skills including Microsoft Office Suite (Word, Excel, PowerPoint and Outlook), Adobe and navigate in web-based environments
Skillful analytical and problem-solving abilities
Bachelor’s degree in business, statistics, or other related degrees preferred with work experience in an executive or legal assistant position a plus. Experience may be substituted for education on a case-by-case basis. Excellent Microsoft Word, Excel, PowerPoint and Outlook skills required.

Responsibilities

Attends departmental meetings and develops a framework for ensuring that identified results are monitored, tracked and reported on
Prepares tracking logs of intermediate outcomes and action plans that can be used as milestones
Follows-up and reports on project progress using quantitative and qualitative measures
Coordinates departmental communications, meetings and follow-up activities
Drafts policies and procedures and creates department manuals and training material
Creates spreadsheets, agendas, minutes, and outcome realization plans
Develops creative, collaborative and analytical presentations using Prezi and PowerPoint
Ensures that documents and reports prepared by Finance staff for Board of Directors review or action are submitted in a timely and accurate manner, and are complete and of a high quality
Assembles agency’s annual Fiscal Year Operating and Capital Budget Book
Serves as recording secretary for LBT’s Pension Committee
Coordinates departments intern development program
Plans, organizes and manages the logistics of department meetings, key performance indicator team meetings and workshops including arranging meeting rooms, and ordering all necessary supplies
Performs all printing and binding for annual reports and other documents prepared by the Finance and Budget department
Oversees the file storage and retrieval process for the department
Develops and maintains good working relationships with LBT management and external agencies
Lead project management activities ensuring projects are completed efficiently, on time, and within budget
Complies with all safety regulations as stated in the company safety program, and reports safety-related accidents, incidents, and unsafe work conditions.
Attends safety-training programs as required
Other duties may be assigned