Administrative Assistant

Job Description:

Administrative Assistant

Description

Job Summary

TITLE: Administrative Assistant
SRN A22: $5,548 - $7,549, Monthly, Non-Exempt

Bargaining Unit: Teamsters 1932

DEPARTMENT: Public Affairs & Customer Experience

Division: Administration

REPORTING RELATIONSHIP:

Reports to : Director of Public Affairs & Customer Experience

Supervises the following positions : N/A

Promotional opportunity procedures will include the following:

Review of minimum qualifications

Review of personnel file

Testing/ Assessments: Microsoft Word, Microsoft Excel

Oral Interview(s)

DEFINITION: Under general supervision, performs complex administrative, secretarial and office coordination duties for an assigned manager or executive supporting the daily operations of a department. Assignments may vary and may encompass a variety of tasks including correspondence, data entry; answers and directs phone calls; may take payments and greet customers; provides support for special projects; acts as a Notary for the District; and performs related work as required.

Essential Functions

EXAMPLES OF TYPICAL JOB FUNCTIONS:

• Provides oversight for department program logistics including scheduling customer appointments, management of application software, records retention, and program budget analysis; manages events and tours including planning and logistics.
• Prepares and manages processes related to a variety of reports, schedules, work orders, permit applications, technical specifications, bid advertisements, agenda items, agendas, and related documents as requested; maintains accurate record keeping and filing systems; and inputs data into relevant databases.
• Coordinates publication of departmental materials; maintains contracts, monitors funds, service agreement expiration dates, task orders and purchase orders.
• Performs the duties of a Notary Public in some departments; provides quality control of all essential functions.
• Accurately composes letters, reports, forms, lists, schedules, financial and statistical data, and spreadsheet preparation from rough drafts, notes, or verbal instructions.
• Schedules District facility use and the use of District pool cars; coordinates departmental travel; makes business/conference/seminar travel arrangements.
• Provides oversight for front counter and the needs of the department; trains new personnel on policies, procedures word processing procedures; assists with compiling training manuals and training of department personnel for operating and computer systems.
• Answers and routes incoming calls to appropriate staff; takes customer payments over the telephone.
• Demonstrates continuous effort to improve operations, decrease turnaround times and streamline work processes.
• Reviews and processes documentation related, but not limited to, budgets, public records requests, service requests, internal requests for information, contracts and contract amendments, development plans, completion reports, change orders, bonds, invoices, proposals, permits, production reports, and distribution systems.
• Performs all phases of receiving, researching, processing, and responding to customer questions by telephone, in writing, and in person related to departmental operations.
• Processes timecards and P-card transactions.
• Schedules customer appointments, meetings, training sessions, and other coordination type items for the department.
• Maintains and organizes various administrative and reference records including imaging and/or scanning, and purges records in accordance with district records retention policy.
• Assists in annual budget preparation; identifies resource needs; prepares detailed cost estimates with appropriate justifications; and monitors expenditures.
• Oversees office or warehouse supply orders; distributes payroll checks, incoming and outgoing mail.
• Observes and complies with District and mandated safety rules, regulations, and protocols.
• Performs other duties as assigned.

Minimum Qualifications

MINIMUM QUALIFICATIONS
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

Education: Equivalent to a High School diploma supplemented by specialized training or coursework in business administration.
Experience: Five (5) years of extensive secretarial and administrative experience.
Licenses and Certifications:

• Possession of a valid California Driver’s License, to be maintained throughout employment.
• Certification as a Notary Public in the State of California, to be maintained throughout employment, subject to department needs (not all positions “need” a notary commission)

Knowledge of:

• District policies, procedures, regulations, and related legal requirements.
• Business arithmetic.
• Purchasing, materials, and supply requisitions processes.
• Principles and procedures of financial record keeping and reporting.
• Principles and practices of data collection and report preparation.
• Basic contract administration principles and practices.
• Business letter writing and the standard format for reports and correspondence.
• Record keeping principles and procedures.
• District and mandated safety rules, regulations, and protocols.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and District staff.
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.

Ability to:

• Perform responsible administrative support work with accuracy and speed; ability to perform wood processing duties at a speed of at least 50 words per minute from clean copy.
• Understand the organization and operation of the District and of outside agencies as necessary to assume assigned responsibilities.
• Respond to and effectively prioritize multiple requests for service.
• Compose correspondence and reports independently or from brief instructions.
• Prepare detailed and comprehensive technical reports, recommendations, and exhibits.
• Maintain accurate logs, records, and written reports of work performed.
• Understand and carry out oral and written directions.
• Make accurate arithmetic, financial, and statistical computations.
• Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
• Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines.
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

The Coachella Valley Water District provides a comprehensive, balanced, and competitive benefits package ensuring employees have many options to meet their healthcare, wellness and/or retirement savings goals. Providing employees with flexibility and support for all the different stages of life. Employees may pay some portion of their benefit premium costs based on the provisions of their labor-negotiated Memorandums of Understanding (MOU's) and the level of coverage they select. Additional information regarding CVWD employee benefits is available at https://www.cvwd.org/176/Benefits .

Closing Date/Time: 4/9/2025 11:59 PM Pacific

Salary:

$5,548.00 - $7,549.00 Monthly