Administration Receptionist

Department of Water Resources; Ontario (CA); On-site; USD 42,000 - 54,000; Full time

Job summary

Department of Water Resources is seeking a detail-oriented administrative assistant to support the field division. The role involves reception, clerical tasks, and coordinating safety committee activities, with emphasis on accuracy and confidentiality.

You will manage phones, mail, supplies, and documents, maintain bulletin boards, and provide back-up support for colleagues. A valid California driver's license and the ability to travel to remote field locations are required; telework is not

Qualifications

• Typing at required speed; obtain valid typing certificate before hire.
• Work well with others and the public; adapt to changing priorities.
• Sit for long periods; operate office equipment; lift up to 25 pounds.
• California Class C driver's license; travel to remote areas.
• Experience providing clerical and administrative support.
• Experience using Microsoft Office and data entry.
• Experience filing, organizing records.
• Experience preparing minutes for meetings.

Responsibilities

• Provide secretarial, general office, and typing support; act as main receptionist and deliver excellent customer service.
• Serve as secretary for the safety committee; take minutes and support safety officers.
• Answer main phone line; direct calls and handle mail distribution daily.
• Maintain postage machine and copier; order and stock office supplies.
• Maintain safety and bulletin boards; assist with records management and back-up duties.

Skills

Clerical support

Customer service

Microsoft Office

Data entry

Records management

Confidentiality

Communication

Multitasking

Job description

Job Description and Duties

Under general supervision of the Supervisor I, the incumbent will provide secretarial, general office, and typing support for the field division. We are looking for someone who can provide general administrative clerical support, acting as the main receptionist for the office, giving excellent customer service to all; be the secretary for the safety committee, taking minutes and actively giving support to the safety officers; answers the main phone line for the field division and directs calls as needed; puts out mail and distributes incoming mail daily; maintains postage machine and photo-copier in the mail room; orders and stocks supplies for Administration; maintains the bulletin boards and the safety boards for the field division; back-up for other administrative staff as needed.

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You will find additional information about the job in the .

Special Requirements

• The position(s) require(s) the ability to type at a minimum speed as designated on the Class Specifications (link available in the additional documentation section). You must obtain a valid typing certificate confirming your ability to meet the minimum typing speed, prior to being hired. Additional information regarding acceptable typing tests is available at the CalCareers.ca.gov website.

This position requires the incumbent to have: the ability to work effectively with others and the public, adapt to changing priorities, exercise good judgment, communicate effectively, and work independently. Particular attention to detail and confidentiality is required when handling personnel and related matters.

Must have the stamina to sit at a desk and/or computer for extended periods. Manual dexterity is required to operate office equipment. Must be able to stand, stoop, reach, bend, push, pull, and move up to 25 pounds.

Must possess a valid California Class C Driver's License. Driving on public roadways and travel to remote areas within the Field Division will be required.

Employee is required to successfully complete all safety training related to the functions of the job.

This position may be required to provide support during Governor-declared emergencies, floods, dam and State Water Project incidents, and other emergencies. Duties may include emergency operations, field inspections, coordination, damage surveys, and assistance with agencies such as California OES and FEMA. The incumbent may also serve in an Incident Command System position to support the Department's emergency preparedness, response, recovery, and mitigation functions.

All employees are responsible for contributing to an inclusive, safe, and secure work environment that values diverse cultures, perspectives, and experiences, and is free from discrimination.

This position is not eligible for telework.

Desirable Qualifications

• Experience providing clerical and administrative support.
• Experience preparing letters, memorandums, reports, spreadsheets, and other documents.
• Experience filing, organizing, and maintaining records and documents.
• Experience using Microsoft Office and other computer systems for data entry and document management.
• Experience processing payroll warrants, payments, or financial records.
• Experience maintaining manuals, logs, drawings, and other administrative records.
• Experience providing clerical support for recruitment and examination activities.
• Experience providing clerical support to an Engineering Branch.
• Experience preparing meeting minutes and maintaining safety records.
• Experience handling mail, office supplies, and other general office duties.
• Experience handling confidential information.
• Experience managing multiple assignments and meeting deadlines

The successful candidate should have the ability to work cooperatively with others, maintain reliable attendance, exercise good judgment, communicate effectively, and organize and prioritize multiple assignments.

Benefits

to read about the outstanding benefits offered to eligible employees.

Personal Leave Program 2025: Effective July 1, 2025, state employees are subject to temporary wage reductions in exchange for Personal Leave Program (PLP) accruals. The specific rate and hours earned were negotiated and agreed upon by each bargaining unit. The actual monetary impact of these temporary reductions can vary based on your bargaining unit and/or federal and state tax withholdings. For additional information please visit Human Resources Manual - CalHR