Administrative Assistant I/II- Confidential

DEFINITION

Walnut  Valley Water District is excited to announce that we are accepting applications for the position of Administrative Assistant I/II

The District

At Walnut Valley Water District, we believe in putting people first. We understand the importance of maintaining a healthy work-life balance while striving for excellence in everything we do. Our vision statement, “Shared Values, Shared Results,” reflects our commitment to collaboration, integrity, and success. As a member of our team, you’ll not only be part of a dedicated workforce but also enjoy a comprehensive benefits package designed to support your personal and professional growth.

The Administrative Assistant I performs a variety of administrative and clerical duties. This role operates under the general direction and supervision of the Executive Services Administrator. This is the entry-level in the Administrative Assistant classification series. Under supervision, incumbents perform a variety of administrative work that relieves departments of administrative details by preparing correspondence, maintaining the digital document database, exercising good judgment and action, and making frequent decisions in accordance with delegated responsibilities from the assigned supervisor.

The Administrative Assistant II performs specialized administrative and clerical support which requires a high degree of accuracy and attention to detail. This role operates under the general direction and supervision of the Executive Services Administrator. This is the experienced level in the Administrative Assistant classification series. Incumbents perform the full range of duties requiring more specialized knowledge and training in an assigned area. Incumbents possess technical or functional expertise in a program area and are assigned specialized duties. 

DUTIES MAY INCLUDE, BUT ARE NOT LIMITED TO THE FOLLOWING:

Administrative Assistant I

Duties may include, but are not limited to, the following: 

• Assists in preparing, copying, and distributing agendas and meeting packets for committee, Board, Pomona-Walnut-Rowland Joint Water Line (PWR-JWL), and Puente Basin Water Agency (PBWA); resolutions, ordinances, and other related materials, proofreading and editing effectively to assure accuracy.
• Assists the Executive Secretary, General Manager, Assistant General Manager, department heads, and other management personnel in the preparation of routine correspondence, proposals, notices, memoranda, reports, agendas, forms, and other items as delegated.
• Generates Automatic Bill Pay, Affordable Rate Program and survey letters, and other District correspondence, notices, and forms using word processing, spreadsheet or database software. Checks for accuracy, completeness, and compliance with established District standards. 
• Processes and balances customer water payments; uses a check scanning device and software to remotely process checks. 
• May serve as the backup District receptionist, answering telephone calls and referring to appropriate personnel.
• Orders and maintains inventory of District office supplies and door tags.
• Screens telephone calls and visitors for the General Manager, Assistant General Manager and other staff; answers inquiries, takes messages, and/or refers to appropriate personnel.
• Researches, gathers, and organizes a variety of reports and materials for all departments.
• Establishes and maintains a variety of office and department files.
• Assists the Executive Secretary with the implementation of District record management system for the various departments of the District.
• On own initiative, responsible for maintaining digital document database. Uses scanner to convert reports, forms, contracts, agreements, and other documents into electronic format for entering into digital database. Produces digital copies of documents for retention purposes.
• Assists the Executive Secretary with making travel reservations and arranging attendance at conferences and meetings; maintaining appointment calendar for the General Manager, Assistant General Manager and Board Members, using time and work priorities as a yardstick.
• Receives, sorts, and distributes incoming correspondence including faxes, emails, and regular mail when directed. Uses a postage meter to apply postage to outgoing mail.
• Processes returned mailed; creates service orders and conducts research in relation to updating customer accounts.  
• May schedule appointments, arrange meetings in conference rooms, and assist with the set-up of conference rooms.
• Adheres to prescribed work schedule to conduct job responsibilities.
• Operates a variety of office equipment and computers in the performance of work assignments.
• Carries out other duties as assigned in support of the ongoing operations of the District. 

Administrative Assistant II

Duties may include, but are not limited to, the following:

• Assists the public over the telephone or in person as a counter representative. Greets and screens office visitors, contractors, developers, vendors, and members of the public; provides information as requested and directs more complex questions/requests to appropriate personnel.
• Assists with the preparation of monthly Board and committee packets including obtaining staff reports and departmental input for agenda items and the production and distribution of binders and electronic meeting notices in a timely manner.
• Generates Automatic Bill Pay, Affordable Rate Program and survey letters, and other District correspondence, notices, and forms using word processing, spreadsheet or database software. Checks for accuracy, completeness, and compliance with established District standards. 
• Processes and balances customer water payments; uses a check scanning device and software to remotely process checks. 
• Orders and maintains inventory of District office supplies and door tags. 
• Receives, sorts, and distributes incoming correspondence. Uses a postage meter to apply postage to outgoing mail. 
• Processes returned mailed; creates service orders and conducts research in relation to updating customer accounts.  
• Responsible for maintaining up-to-date listing of Certificates of Insurance (COI) and verifies credit rating, coverage term and type, and policy limits assuring compliance with District requirements. 
• Types, proofreads and processes a variety of documents including general correspondence, correspondence associated with customer billing accounts, agendas, and memorandum.
• Generates Automatic Bill Pay, Affordable Rate Program and survey letters, notices and forms using word processing, spreadsheet or database software. 
• Independently updates the District website with meeting notices and packets, assuring compliance with AB 392 Ralph M. Brown Act agenda posting regulations.
• Reviews finished materials for completeness, accuracy, format and correct spelling and grammar usage. 
• Maintains District records, policies, files, contracts, resolutions, and ordinances; assures electronic recording of documents is properly stored in Laserfiche document management software.
• Assists in maintaining an appointment calendar; coordinates travel and conference arrangements for District personnel and Board members; assists in scheduling and arranging meetings by reserving rooms and equipment, issuing notices and assembling materials.
• May assist with processing hydrant meter permits; reviews the permits for accuracy and compliance with District standards, and follows-up as necessary with appropriate office personnel.
• May perform confidential tasks for the General Manager, Board Members, and Executive Staff as required or directed.
• May attend District Board, committee, or commission meetings, during the absence of the Executive Secretary or Executive Assistant, for the purpose of taking minutes of the business transacted and transcribing into appropriate form as needed.
• Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
• Operates a variety of office equipment and computers in the performance of work assignments.
• Remains competent and current by attending professional development courses, software training classes, and courses and/or training sessions as directed by the supervisor or required.
• Maintains regular attendance and adheres to prescribed work schedule to conduct job responsibilities. 
• Carries out other duties as assigned in support of the ongoing operations of the District and retains the ability to perform all functions and job duties listed for the Administrative Assistant classification series. 
• May fill in, as needed, in other departments and performs other administrative duties as assigned.

Administrative Assistant I

Typical Physical Activities 

• Communicates orally with District management, co-workers, and the public in face-to-face, one-on-one settings.
• Regularly uses a telephone for communication.
• Uses office equipment such as computer terminals, copiers, FAX machines, scanners, postal equipment, and check scanning device.
• Uses a two-way radio for communication.
• Sits for extended time periods.
• May require occasional stooping, twisting, reaching, bending, kneeling, and walking.
• Regularly and on a very frequent basis, climbs stairs.
• Ability to lift and move supplies weighing up to 30 lbs.
• Hearing and vision within normal ranges with or without correction.

Employment Standards Knowledge of:

• Office management principles, operations, and procedures.
• District policies and procedures.
• Development and maintenance of filing and record keeping systems.
• Computer systems and software applications related to District management support and administrative functions, including Microsoft Office applications (Word, Excel, PowerPoint, and Outlook).
• Correct English usage, spelling, grammar, and punctuation.
• Basic mathematics.
• Principles of work coordination. 

Ability to: 

• Perform a variety of complex and responsible administrative support work.
• Prepare correspondence.
• Prepare and maintain accurate and complete records and reports.
• Maintain confidentiality.
• Make basic arithmetical computations.
• Perform research and prepare documents and reports.
• Issue, receive, and comprehend oral and written communications.
• Deal tactfully and courteously with District employees, the Board of Directors and the public.
• Communicate diplomatically and knowledgeably with District employees and the general public.
• Establish and maintain cooperative working relationships.
• Effectively use computers and applicable software in the performance of office and administrative support assignments.
• Serve as a back-up to other clerical staff as needed

DESIRABLE EDUCATION AND EXPERIENCE

Any combination of education and experience, which would likely provide the necessary knowledge and abilities, is qualifying. A typical way to obtain the knowledge and abilities would be:

Education/Training:

High school graduation or equivalent.

Possession of a California Commission as a Notary Public is highly desirable.

Experience:

Up to one (1) year experience in performing a variety of office and administrative, and clerical support work.

SPECIAL REQUIREMENTS

• Ability to pass a pre-employment physical.
• Valid California Driver’s License – Class “C”. Must maintain an acceptable driving record as determined by the District’s insurance carrier.
• Telephone in service at all times.
• Reliable personal transportation.

Administrative Assistant II

Typical Physical Activities 

• Communicates orally with District management, Board of Directors, co-workers, and the public in face-to-face, one-on-one, and group settings.
• Regularly uses a telephone for communication.
• Occasionally attends periodic meetings outside of the usual working hours or at alternate locations requiring driving or air transportation.
• Ability to lift and move supplies weighing up to 30 lbs.
• Operates a variety of office equipment (computer, laptops, copiers, FAX machines, scanners, and postal equipment) in the performance of work assignments.
• Uses a two-way radio for communication as needed. 
• Works at a desk and sits for extended time periods.
• Hearing and vision within normal ranges with or without correction.
• Sufficient finger/hand coordination and dexterity to operate and adjust office equipment.
• May require occasional stooping, twisting, reaching, bending, kneeling, and walking.
• Regularly and on a very frequent basis, climbs stairs. 

Employment Standards Knowledge of:

• District policies, procedures, legislation, and court decisions related to the activities of the District.
• Operations, procedures, policies, and precedents of assigned Department.
• Ralph M. Brown Act; administrative, organizational, and management practices and theory.
• Modern office methods, procedures, and equipment.
• Development and maintenance of filing and record management systems.
• Computer systems and software applications related to District management support and administrative functions, including word processing and spreadsheet software as appropriate.
• Correct English usage, spelling, grammar, and punctuation.
• Basic mathematics. 

Ability to: 

• Perform a variety of complex and responsible administrative support work with minimal supervision.
• Communicate professionally, clearly, accurately, and effectively in oral and written form.
• Maintain confidentiality.
• Coordinate and organize activities to meet required timelines and priorities.
• Use individual initiative and organization skills in execution of assignments.
• Take and transcribe notes at an acceptable rate for assigned responsibilities.
• Prepare correspondence and organize a variety of information.
• Use individual initiative and organization skills in execution of assignments.
• Make basic arithmetical computations.
• Issue, receive, and comprehend oral and written communications.
• Use computers and applicable software in the performance of office and administrative support assignments.
• Effectively represent the District, including its programs and policies, with the public and other agencies.
• Establish and maintain cooperative working relationships.
• Communicate diplomatically and knowledgeably with District employees and the general public.
• Serve as backup to other clerical staff as needed.

DESIRABLE EDUCATION AND EXPERIENCE

Any combination of education and experience, which would likely provide the necessary knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education/Training:

High school graduation or equivalent.

Possession of a California Commission as a Notary Public is highly desirable.

Experience:

2 years’ increasingly responsible public sector experience in performing a variety of office and administrative, and clerical support work.

SPECIAL REQUIREMENTS

• Ability to pass a pre-employment physical.
• Valid California Driver’s License – Class “C”. Must maintain an acceptable driving record as determined by the District’s insurance carrier.
• Reliable telephone service at all times.
• Reliable personal transportation.

Overtime Assignments

The purveyance of water is a vital service to the community and as such requires the availability of District personnel at all times. Consequently, Administrative employees, including the Administrative Assistant I/II will be required to respond to emergency calls, accept periodic overtime assignments, and perform any and all other duties deemed necessary by the District. Lacking a bona fide excuse satisfactory to the District, a failure to report when called could result in termination.

Fair Labor Standards Act

For the purposes of the Fair Labor Standards Act, the Administrative Assistant I/ II shall be considered a General Employee Unit, “non-exempt” position.