Board Specialist Details

Board Specialist

NJ Transit - Newark, NJ

Employment Type : Full-Time

Forbes List of America's Best Employers 2018

Move forward with us! At NJ TRANSIT, you'll join us in transforming the third-largest transportation agency in North America. We are committed to delivering safe, reliable service that gets our customers to their destinations on time—and we’re looking to hire talented folks with a love of learning to make it all possible.

MAIN FUNCTIONS:

• Board & Staff Agendas: Assists with preparation, assembly, copying, and distribution of paper and electronic agendas/materials for Board of Directors and Board committee meetings for review by Board Members, President & CEO, and Executive Management in an accurate and timely manner. Assists with maintaining the most current version of Board Item(s) throughout agenda process. Interacts with the departmental Board Item Coordinators to ensure that the information in the Board items being presented is current and accurate. Assists with ensuring agendas and other support materials are readily available for key meetings.
• Public Notices & Agendas: Assists with the distribution of the Board of Directors’ meeting notices, ensuring the Secretary of State and members of the public receive the notice via mail and email and posting the notice on the website and in the lobby, in accordance with the legal time requirements as stated in the NJ TRANSIT statute. Assists with the distribution of the Board open committee meeting notices, ensuring members of the public receive the notice via mail and email and posting the notice on the website and in the lobby. Assists with the preparation, assembly, copying, and distribution of the paper and electronic agendas/materials for Board of Directors and Board open committee meeting agendas online and via email for the public.
• Board Meeting Minutes: Assists with assembling, copying, distributing, and posting Board of Directors’ meeting minutes.
• Board Portal: Assists with managing and updating calendar, agendas, minutes, announcements.
• Board of Directors’ Historical Files: Assists with maintaining paper and electronic versions of confidential department records and files. Uploads Board agendas, minutes, and other files to ECMS for permanent archiving.
• Board Item Search System: Conducts a search of board items on an as requested basis. Assists with maintaining and updating the Search system by scanning agendas and minutes.
• Public Meetings Reception: Cover reception desk during public meetings by greeting and signing in attendees, providing materials, ensuring speakers clearly print their name and topic on the speaker signup list, and ensuring the Board Secretary has received the speakers list in a timely way and can read and pronounce the speakers’ names.
• Requests: Assists with identifying follow-up requests received from Board Members and the public during meetings. Assists with maintaining the database of requests and works with staff working in other departments to obtain the information, receive approvals for distribution, and respond to the requestor.
• Accurate minute taking of certain Board related meetings.
• Performs confidential administrative tasks including research, investigations, composition of correspondence and reports. Communicates and/or coordinates supervisors’ instructions and desires with various individuals and/or departments.
• Receives and screens telephone calls, letters, and/or visitors. Answers routine questions, obtains and furnishes information to save supervisor's time.
• Schedules appointments and arranges meetings, conferences and travel.
• Assists with any other department items on an as needed basis.

KNOWLEDGE & SKILLS REQUIRED:

• Bachelor’s degree in Business Administration or related area and two (2) years of applied experience. One year of closely related experience can be substituted for each year of education required.
• Excellent interpersonal, written, and verbal communication skills required.
• Experience supporting senior executive staff, working with outside agencies, working with business objectives, and ability to work with highly confidential information is desirable.
• Ability to establish and maintain effective working relationship with others required. Board of Directors’ Office or Executive Office experience desirable.
• Must be organized, detail oriented, able to work independently, and able to multi-task in a fast-paced, deadline driven office.
• MUST be flexible with working hours to accommodate work requirements including early mornings and late evenings for night and away Board meetings, and to meet deadlines.
• Proficiency in Microsoft Word, Excel, Access, PowerPoint, Outlook and Adobe Professional desired.

At NJ TRANSIT, you will enjoy a competitive salary and excellent benefit package:

• Comprehensive Family Health Insurance – Prescription, Dental, Vision
• Flexible Spending Account
• Prescription
• Life Insurance
• Paid Leave
• 401(a), 401(k) Retirement Plans - up to 9% match
• Tuition Assistance
• Qualified Transportation Expense Plan (QTE)

At NJ TRANSIT we support and depend upon the diversity of our staff. NJ TRANSIT is an Equal Opportunity Employer.