Administrative Services Assistant

VTA's Office of the General Counsel is looking for qualified candidates for the position of Administrative Services Assistant for the Legal Department. Organized, adaptable, and ready to make an impact? Join us and grow your skills!

The Position
The ideal candidate for the Office of the General Counsel Administrative Services Assistant role is someone who is organized, dependable, and comfortable supporting a busy team. This position often serves as the primary, welcoming point of contact for all visitors of the Office of the General Counsel, and we are looking for someone who is professional and courteous, and who will create a positive impression. We are looking for a person with a great attitude, flexibility, thrives in a fast-paced environment and can easily adapt to changing priorities. Being a clear communicator and willing to learn are key strengths.

Attention to detail is very important in this role, especially when processing invoices, timesheets, travel requests and expense reports. The ideal candidate should feel confident using tools like Microsoft Office, SAP and Concur.  If you enjoy keeping things organized and supporting a team’s day-to-day work, this is a great opportunity to grow your skills.

What You’ll Be Doing
Under limited supervision, the Administrative Services Assistant performs a variety of complex, confidential clerical and/or office administrative assignments requiring comprehensive knowledge of the organizational activities, operations, methods, and processes of a work unit.

Distinguishing Characteristics
This is a journey-level clerical classification. Incumbents in this class have a comprehensive knowledge and understanding of the clerical processes and procedures of the work unit, and they use independent judgment and discretion in determining the appropriate course of action. The Administrative Services Assistant is used as a timekeeper for work units throughout VTA. Positions in this class are distinguished from other clerical classes in that access to matters of a confidential nature are part of the duties of this classification.

About VTA
The Santa Clara Valley Transportation Authority employs more than 2,000 people dedicated to providing solutions that move Silicon Valley. Unique among transportation organizations in the San Francisco Bay Area, VTA is Santa Clara County’s authority for transit development and operations (light rail and bus), congestion management, transportation-related funding, highway design and construction, real estate and transit-oriented development, and bicycle and pedestrian planning. With local, state, and federal partners, VTA works to innovate the way Silicon Valley moves and provide mobility solutions for all. 

Santa Clara Valley Transportation Authority (VTA) is an independent special district that provides sustainable, accessible, community-focused transportation options that are innovative, environmentally responsible, and promote the vitality of our region.

VTA provides bus, light rail, and paratransit services, as well as participates as a funding partner in regional rail service including Caltrain, Capitol Corridor, and the Altamont Corridor Express. 

As the county’s congestion management agency, VTA is responsible for countywide transportation planning, including congestion management, design and construction of specific highway, pedestrian, and bicycle improvement projects, as well as promotion of transit oriented development. 

VTA provides these services throughout the county, including Campbell, Cupertino, Gilroy, Los Altos, Los Altos Hills, Los Gatos, Milpitas, Monte Sereno, Morgan Hill, Mountain View, Palo Alto, San Jose, Santa Clara, Saratoga and Sunnyvale. VTA continually builds partnerships to deliver transportation solutions that meet the evolving mobility needs of Santa Clara County. 

As we continue to implement our VTA Forward Plan, we aim to strengthen and increase our workforce to take on future opportunities and challenges by elevating our people and our services.

For more information about our VTA Forward Plan, visit: https://www.vta.org/VTAForward 

Family-Friendly Workplace Certification Program (FFWCP)
The County of Santa Clara FFWCP recognizes VTA as a business that creates supportive workplaces for employees and their families. 

Family-friendly workplaces improve health outcomes and job satisfaction for employees and increase work productivity and retention for employers. Employers can create a family-friendly workplace by meeting and exceeding state and federal employment laws relating to parental leave, lactation accommodation, and work/family balance.

Typical Tasks

• Types correspondence, reports, technical specifications, minutes of meeting, financial statements, memoranda, lists, and other written materials or documentation;
• Enters and retrieves data and information in computer data bases, computer records, and other computer based information systems; codes information for entry into computer records and other records; runs standard reports;
• Researches, extracts, and compiles data for reports and other documents;
• Proofs word processing documents and computer entries for accuracy and correct grammar, spelling, and usage;
• Functions as a timekeeper for the unit;
• Enters and maintains records of time worked, overtime, leaves, and absences in SAP or other systems;
• Sets-up, maintains, and revises filing systems; prepares new file folders, performs filing and file retrieval duties; and purges outdated information and materials;
• Assists visitors and callers by answering questions or referring them to the appropriate source of information; distributes forms and assists in their completion; and schedules appointments;
• Codes information for entry into computer records and other records;
• Receives, sorts, and distributes mail, reports, and other materials; and prepares mailings;
• Receives materials, supplies and equipment; verifies quantity and condition; and makes deliveries;
• Maintains control over petty cash; may receive payments and issue receipts;
• Maintains logs or recodes of work unit activities and prepares reports and summaries;
• Operates a variety of office equipment, such as personal computers, calculators, telephones, fax machines, photocopiers, etc.;
• May design or format documents, letters, forms and other materials;
• Prepares requisitions, purchase orders, and other forms necessary for unit operation;
• Contacts others to give and receive information, explaining laws, regulations, and policies and procedures;
• Learns specialty software programs and office equipment of assigned unit;
• Schedules meetings, contacts participants, and makes arrangements for meeting facilities, equipment, and the preparation of meeting materials;
• Maintains office equipment including contacting services and repair personnel;
• May assist in the training of new or temporary personnel;
• Performs other related duties as required.

Employment Standards
Sufficient training, education and experience to demonstrate possession of the required knowledge, skills and abilities.
Development of the required knowledge, skills and abilities is typically obtained through a combination of training and experience equivalent to completion of the 12th grade and two years of clerical development that has provided an opportunity to perform a variety of clerical assignments requiring use of discretion and judgment. Coursework or experience in computer software programs such as word processing, database, and spreadsheets is required.
Type accurately at the net rate of 30 wpm.

Supplemental Information

Knowledge of:

• Standard office administrative practices and procedures, including business letter writing and the operation of common office equipment;
• Standard office computer software (i.e. Microsoft Office) and email;
• Basic record keeping, filing, indexing, and cross referencing;
• Correct English usage, including spelling, grammar, punctuation and vocabulary;
• Report preparation;
• Customer service skills;
• Basic mathematics.

Ability to:

• Determine matters of confidentiality and handle them in a confidential manner;
• Type correspondence, reports, technical specifications, minutes of meetings, financial statements, memoranda, lists, and other written documentation;
• Operate modern office equipment, including personal computers;
• Utilize common computer software, including word processing, data base, and spreadsheet software;
• Gather and compile information, prepare reports and numerical summaries;
• Analyze information and materials and formulate conclusions based upon prescribed policies and procedures;
• Learn the functions and activities of VTA and the work unit to which assigned;
• Calculate solutions to mathematical problems involving addition, subtraction, multiplication, and division;
• Follow oral and written directions;
• Communicate effectively, both orally and in writing;
• Disseminate information accurately and effectively to the public;
• Deal tactfully with the public;
• Organize work, set priorities, and adjust to frequently changing priorities, meet critical deadlines, and follow up assignments with a minimum of supervision;
• Maintain records on a computerized data base;
• Learn specialty software programs specific to the work unit;
• Establish and maintain effective relationships with those contacted in the course of work.

General Application Instructions 
Please read this job announcement in its entirety before applying. We recommend printing or saving a copy for future reference. 

To be considered, applications must be submitted online through the Human Resources department by the posted deadline. If the job posting is listed as “continuous,” we encourage you to apply as soon as possible, as the posting may close without prior notice. Once your application is submitted, you will receive an immediate email confirmation. 

Personalized responses to Supplemental Questions that connect your past experiences to this specific role are the most effective. AI-generated content may lack the specificity required to address the key criteria outlined in the job description. While we encourage the use of AI as a tool to enhance your work, we want to evaluate your non-AI-assisted communication skills. You may use AI to generate ideas, but please ensure your final responses are in your own voice and reflect your unique experience. Overreliance on AI-generated content is discouraged and may diminish your chances of success. 

Important: Only online applications will be accepted for this recruitment. We do not accept paper applications, resumes, Job Interest Notification Cards, or incomplete/unsubmitted applications in place of a fully completed application. 

Communication & Contact Information 
All updates regarding your application—including notices for testing and interviews—will be sent via email. Be sure to select email as your preferred method of communication and maintain a valid, up-to-date email address. Applicants are also responsible for keeping their phone numbers and mailing addresses current in their online profiles. 

Due to the high volume of applications, we are unable to provide individual updates. Please check your application status through your online account. For technical support, contact NEOGOV at (855) 524-5627, Monday through Friday, 8:00 AM – 5:00 PM (PST), excluding holidays. 

Application Review & Processing 
All current and prior relevant work experience—including experience with VTA—must be fully detailed in the Work Experience section of your application. Entries such as “see resume” are not acceptable. Incomplete or improperly completed applications may be rejected, even if you meet the minimum qualifications. 

While you are welcome to upload a resume, it does not substitute for completing the online application in full. Be sure that your application accurately reflects the education and experience necessary for the position. 

Applications are reviewed throughout the recruitment process to determine whether candidates meet the minimum qualifications. Meeting these minimums or advancing through any stage does not guarantee further consideration. Any misrepresentation or falsification of qualifications, experience, education, or training may result in disqualification and/or exclusion from future employment opportunities with VTA. 

This classification is represented by Service Employees International Union (SEIU), Amalgamated Transit Union (ATU), American Federation of State, County and Municipal Employees (AFSCME), Transportation Authority Engineers and Architects Association (TAEA). Wages, hours, and other terms and conditions of employment are governed by the applicable collective bargaining agreement between VTA and the union. 
  
Conditions of Employment 
Final candidates must successfully complete a Livescan background check, reference checks, verification of education or certifications, and a criminal history review before appointment. 

Eligibility List 
The established Eligible List from this recruitment will be used to fill the current vacancies and additional vacancies that may occur.  Eligible Lists typically remain in effect for six (6) months. However, Human Resources may abolish Eligible Lists at any time during the six (6) month period. Human Resources may extend eligible Lists for up to two (2) years. Eligible Lists may be used for more than one recruitment.  

Americans with Disabilities Act Accommodations   
VTA is committed to providing reasonable accommodations to individuals with disabilities in the recruitment and examination process. To request an accommodation, please contact the Human Resources Department at (408) 321-5575 or email Personnel@vta.org at least five business days before the test. 

Equal Employment Opportunity  
VTA is an equal employment opportunity employer. VTA does not and will not tolerate discrimination against applicants or employees on the basis of age, ancestry, color, marital status, mental or physical disability, genetic information, national, origin, immigration status, political affiliation, race, religion, creed, sex, gender identity, gender expression, sexual orientation, pregnancy, medical condition, disabled veteran or veteran status, etc. 

Salary : $80,496 - $104,624