PRIMARY RESPONSIBILITIES

• Provides various administrative functions for the office.
• Greets, screens, and directs visitors and/or phone calls to appropriate personnel within organization.
• Screens incoming phone calls, properly directs each call, and takes messages when appropriate.
• Monitors the Board Office general email inboxes and responds to email inquiries as directed.
• Maintains conference room schedules for the Board Office.
• Distributes and sorts mail for the Board Office while maintaining strict confidentiality.
• Maintains time records, ordering office supplies and equipment, preparing expenditure reports, manage Board Office equipment and repair requests.
• Assists in the organization and distribution of meeting materials and Board documents.
• Provides clerical support as needed by preparing standard letters or memorandums, proofreading and checking materials for accuracy, or photocopying and assembling materials and/or packages as needed.
• Assists in the Board Offices administration of required State, County and CTA ethics training and economic disclosure.
• Assists with compiling and distributing ethics training and economic disclosure materials.
• Responsible for the filing and organization of Board records.
• Coordinates and maintains office record retention schedule.
• Maintains and organizes Board Office reference collection.
• Maintains and organizes employee certifications of annual ethics and economic disclosure compliance.
• Maintains a reference guide of general public-facing CTA and Board information (e.g. public meeting dates, public comment information, CTA public events and information) to address public inquiries.
• Performs other related duties as assigned.

MANAGEMENT RESPONSIBILITIES

Reporting to this position are the following jobs:

Job Title

CHALLENGES

• Working in a high call (phone, in-person and email) volume environment.
• Multi-tasking while providing a customer service focused approach in every situation.
• Adaptability in a fast-paced, large system environment.

EDUCATION/EXPERIENCE REQUIREMENTS

• Associates degree, plus two (2) or more years of executive administrative support experience, or an equivalent combination of education and experience relating to this position.
• Bachelors degree, college coursework and/or minimum of one (1) year experience in an executive office for a large organization preferred.
• Bilingual or multi-lingual language skills preferred.

PHYSICAL REQUIREMENTS

• Requires remaining in a stationary position for extended periods of time and constantly operating a computer and other office productivity machinery.
• Chicago Transit Authority requires all employees to be COVID-19 vaccinated. If you are offered employment, you must provide proof of full COVID-19 vaccination or proof that you are in the process of becoming fully vaccinated as part of the hiring process and as a condition of employment. Visit (link removed)/careers
• Service Area Requirement: Exempt (Non-Union) employees must live within the boundaries of the CTA Statutory Service Area either at the time of employment or within 6 months of beginning employment at CTA.

KNOWLEDGE, SKILLS, AND ABILITIES

• Working knowledge of CTA and Board policies and general public-facing information.
• Working knowledge of the techniques of receiving calls, making appointments, giving information, explaining instructions and guidelines.
• Ability to handle multiple tasks simultaneously.
• Intermediate computer skills with knowledge in Microsoft Office.
• Strong communication skills and the knowledge necessary to write and express oneself in a clear, logical and comprehensive manner.
• Ability to exercise initiative, good judgment, and to do detailed work.
• Ability to understand and follow oral and written instructions.
• Ability to deal courteously with the general public, CTA employees, and city officials.
• Good typing skills, minimum 35 wpm.

WORKING CONDITIONS

• General office environment.

EQUIPMENT, TOOLS, AND MATERIALS UTILIZED

• Personal computer and related software (Microsoft Word, Power Point, Excel).