Administrative Assistant - 18 Month Limited Term Position

Job Description:

Administrative Assistant - 18 Month Limited Term Position

Description

Essential Duties

1. Knowledge of legal requirements applicable to the maintenance and retention of records. Provides records management leadership for department records, maintains departmental files and secures confidential information. Scans, indexes and performs quality assurance to ensure accurate records; follows District’s records retention policy.
2. Prepares and proofreads a variety of correspondence and documents such as letters, agenda items, request for proposals, minutes, resolutions, ordinances, reports, presentations, forms for PowerPoint and other documents ranging from routine to complex; proofreads and checks for accuracy and compliance with District policies, procedures and branding guidelines; takes and transcribes minutes.
3. Prepares and processes documents such as requisitions/purchase orders, payments, petty cash, deposits, invoices, expense reports, tuition reimbursements, and time sheets, adhering to Padre Dam’s policies and procedures.
4. Creates work orders for billing and tracking purposes. Prepares work order reports, invoices and related collections if necessary for damages to District property or for water and sewer service installations.
5. Conducts research for various projects; performs data entry into a variety of computer applications in order to maintain records and to prepare reports for internal and external customers including regulatory agencies. Meets all deadlines of report prepared for submittal to regulatory agencies.
6. Schedules appointments and coordinates meetings for department heads; makes reservations for conferences and seminars and makes travel arrangements for District employees as needed; assists staff in obtaining certifications through local and state agencies.
7. Inventories and orders office and other supplies and equipment as needed for any and all departments in compliance with District policies and procedures.
8. Performs routine duties independently, setting priorities and scheduling own work. Exercises independent judgment and discretion in performing tasks.  Assists other administrative staff on projects and tasks as needed.
9. Establishes and maintains positive working relationships with co-workers, vendors, contractors, and the public using principles of good customer service.
10. Assist with the preparation of agenda packets and supporting documents, agenda distribution, hybrid meeting logistics for Padre Dam and the East County Advanced Water Purification Joint Powers Authority. Coordinates related presentations with staff and combine/proof final master presentation. Attends Board or Committee meetings as required. Takes and transcribes minutes.

Salary:

$31.70