Administrative Assistant

Ironhouse Sanitary District (CA)

Oakley (CA)

On-site

USD 60,000 - 80,000

Full time

3 days ago

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Job summary

Ironhouse Sanitary District in Oakley, CA seeks an experienced Administrative Assistant to support district operations, front desk duties, and board-related activities. The role requires professionalism, strong organizational skills, and the ability to manage multiple priorities with minimal supervision.

You will work closely with the District Secretary and Administrative Team, handling communications, records, scheduling, and meeting logistics.

Qualifications

Minimum of two years of administrative support experience.
Strong organizational and communication skills.
Ability to manage multiple priorities in a fast-paced setting.
Professional demeanor with sound judgment.
Experience with public records and scheduling processes.

Responsibilities

Greet front desk visitors and route inquiries.
Schedule meetings and manage calendars for management.
Prepare, file, and maintain administrative records and reports.
Respond to public inquiries with tact and accuracy.
Assist with board meeting logistics and minutes as needed.
Coordinate supplies and office equipment maintenance.

Skills

Public sector experience

Customer service

Interpersonal skills

Time management

Problem solving

Attention to detail

Education

High School Diploma

College coursework desirable

Tools

Microsoft Outlook

Teams

Word

Excel

PowerPoint

Adobe Acrobat

ERP

Job description

Are you an experienced administrative professional who takes pride in being organized, dependable, resourceful, and one step ahead? Do you thrive in a fast-paced environment, enjoy working with people, and have the confidence to independently manage competing priorities? If so, this may be your opportunity to shine!

Ironhouse Sanitary District is seeking an exceptionally qualified Administrative Assistant to join our team. This is a high-level administrative position for someone who brings strong organizational skills, sound judgment, professionalism, and a commitment to excellence.

As a key member of our administrative team, you will support District operations, work closely with administrative staff and management, and serve as a welcoming first point of contact for the community. You will also have the opportunity to expand your knowledge of local government by learning and supporting Board of Directors activities under the guidance of the District Secretary.

This is a fully on-site position and is not eligible for remote or hybrid work. The position is expected to remain fully on-site for the duration of employment.

About Ironhouse

Established in 1945, Ironhouse Sanitary District has proudly served the communities of Oakley and Bethel Island for more than 80 years. Today, we provide essential wastewater collection, treatment, and water recycling services that protect public health and the environment for more than 47,000 residents and businesses.

Our employees take pride in the important work we do and the communities we serve. We value professionalism, teamwork, accountability, and a commitment to providing exceptional public service.

We are seeking the most highly qualified candidates who are ready to bring their experience, initiative, and best work to Ironhouse.

FLSA: Non-Exempt

ESSENTIAL FUNCTION

Responsible for performing a wide variety of general administrative support, secretarial, and clerical duties in conformance with established procedures.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from the District Secretary/Office Administrator. Exercises no supervision of staff.

CLASS CHARACTERISTICS

This position is an experienced administrative role requiring independent work under general direction. The position requires the ability to understand priorities, exercise sound judgment, manage assigned responsibilities, and complete tasks with limited day-to-day supervision. The work involves extensive public contact; frequent use of tact, discretion, and independent judgment; knowledge of District activities; and the ability to independently conduct projects.

Management reserves the right to add, modify, change or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

Examples of General Responsibilities

Performs a wide variety of complex and responsible administrative duties to support District operations, management, and the Administrative Team, including filing, preparing records and reports, maintaining administrative information, and coordinating assigned administrative activities.
Serves as a primary point of contact at the District's front desk; greets and assists visitors and members of the public; answers and routes incoming telephone calls; provides information to the public by phone or in person; responds to public and staff inquiries and complaints; refers individuals to the appropriate department or staff member; and coordinates or resolves problems of a moderate nature when appropriate.
Monitors, organizes, distributes, and responds to correspondence received through the District’s main inbox using sound judgment; independently responds to routine matters and routes technical, policy, or specialized matters to appropriate staff.
Manages and coordinates calendars and scheduling for assigned District management and administrative functions, including scheduling and confirming meetings and appointments, coordinating participants, identifying and resolving scheduling conflicts, reserving meeting locations, communicating schedule changes, and ensuring necessary meeting information and materials are available.
Assists the Administrative Team in preparing, filing, maintaining, distributing and purging records according to District policies and procedures. Creates codes, catalogs, identifies, archives, maintains, relocates, and disposes of records and related information in accordance with established District records-management policies and procedures.
Uses the District's records-management system to enter, maintain, retrieve, organize, and update records and information in accordance with established procedures.
Creates, edits, formats, and/or proofs a variety of administrative documents including reports, memoranda, letters, meeting minutes, spreadsheets, and databases following standard District formats and established procedures.
Operates a variety of office equipment and systems, including computers, multi-line phone systems, mobile phones, radios, postage meters, printers, photocopiers, and other office equipment.
Receives and distributes incoming and outgoing mail and correspondence, including transporting mail to the post office, and monitoring the PO box.
Maintains Boardroom and Conference Room calendars and coordinates the scheduling of activities, meetings, and events
Maintains and replenishes daily office, copy room, kitchen, beverage, and other common-use supplies; routinely checks inventory and ensures supplies are adequately stocked. Communicates supply needs to the appropriate staff and follows up to ensure adequate supplies are consistently available.
Prepares, processes, and reviews administrative reports as needed, ensuring information is accurate, complete, and submitted within established deadlines.
Coordinates food and beverage needs for meetings and events, including implementing approved arrangements, picking up and setting up food and beverages, maintaining an orderly presentation area, and cleaning up following the event.
Coordinates and processes all parking/fishing/hiking passes and liability forms; interact with the public; distribute and explain application forms and established requirements; maintains records of all forms submitted to the District.
Provides administrative and logistical support to the Public Communications Specialist at community events, with occasional weekend assignments as needed.
Performs other duties as assigned.

Provide Support to District Secretary

Serves as backup to the District Secretary and provides coverage for the District Secretary during Board of Directors meetings when the District Secretary is unavailable, including attending meetings, recording proceedings, and preparing accurate meeting minutes in accordance with established procedures.
Assists the District Secretary in preparing, copying, and distributing meeting agendas, informational packets, and related materials, and in setting up meeting rooms.
Coordinates administrative and logistical arrangements for Board of Directors meetings, workshops, conferences, training sessions, and other activities as assigned.

Reviews Board of Directors’ timecards and related documentation for completeness and accuracy and verifies that compensation requested is consistent with established Board policies; follows up on discrepancies or missing information; maintains related tracking records; and submits completed documentation to Finance for payroll processing and payment.

KNOWLEDGE

Modern office administrative and secretarial practices and procedures, including the use of standard office equipment.
Business letter writing and standard formats for reports and correspondence.
Principles and practices of data collection, information management, and report preparation.
Organization and function of public sector organizations, boards, and commissions.
District policies, procedures, rules, and applicable requirements relevant to assigned administrative responsibilities.
Computer applications related to the work, including word processing, database, and spreadsheet applications.
Business mathematics and basic statistical techniques.
Record keeping principles and procedures.
English usage, grammar, spelling, vocabulary, and punctuation.
Principles and practices of providing high-level administrative support in a public agency environment.
Techniques for handling sensitive and confidential information and interacting effectively with elected officials, management, staff, outside agencies, and members of the public.

SKILLS

Learn, understand, and carry out oral and written directions.
Provide clear and effective verbal and written information to a wide variety of people and officials.
Compose a variety of correspondence, reports, and memoranda from general instructions or written procedures.
Proofread and review documents for accuracy, completeness, grammar, spelling, punctuation, formatting, and adherence to established District standards.
Understand and apply District policies, procedures, and rules within the scope of assigned administrative responsibilities.
Organize information and data and prepare documents using established formats and standards.
Work independently and solve problems within established procedures.
Analyze situations quickly and objectively and determine an appropriate course of action within the scope assigned responsibilities.
Work cooperatively with other departments, outside agencies, and the public.
Exercise diplomacy and tact in contacts with the public.
Effectively communicate and interact with the public, District staff, officials, and outside agencies in person, by telephone, and through written and electronic correspondence, using professionalism, tact, and courtesy.
Operate a District vehicle in the course of assigned duties, when required.
Organize, prioritize, and independently manage multiple assignments and tasks in a fast-paced environment; effectively adjust to changing priorities, frequent interruptions, and competing demands while maintaining front-desk responsibilities and meeting established deadlines.

Organizing own work, coordinating projects, working safely, setting priorities, meeting critical deadlines, and following up on assignments with a minimum of direction.

Proficiently use Microsoft Outlook, Teams, Word, Excel, PowerPoint, Adobe Acrobat, ERP and other software applications necessary to perform assigned duties.

Demonstrate attention to detail and accuracy in preparing, reviewing, processing, and maintaining documents, records, and information.
Exercise sound independent judgment within established policies and procedures and recognize situations requiring referral to management or technical staff.
Maintain confidentiality and exercise discretion when handling sensitive District, Board, personnel, and administrative information.

DESIRABLE QUALIFICATION

Spanish-language proficiency is highly desirable
Experience in a special district, local government, utility, public works, or wastewater agency.

EDUCATION AND EXPERIENCE

Education: High School Diploma or equivalent. Successful completion of college-level coursework in office administration, business administration, public administration, or a closely related field, or an Associate degree in one of these fields, is highly desirable.

Experience: Minimum of two years of experience in administrative support, computer software applications including Microsoft Office 360 Suite, Teams, Excel, Adobe, PowerPoint and public contact duties.

REQUIRED LICENSES

A valid California State Class C Drivers' License must be maintained at all times. Continued maintenance of valid driver's license in compliance with established District vehicle operations standards, and the ability to be insured for the operation of a vehicle/District vehicle in accordance with the terms and conditions of the District's insurance program are conditions of continued employment.

PHYSICAL/SENSORY DEMANDS AND WORKING CONDITIONS

Work in an office environment with controlled lighting, ventilation, and moderate noise level.
Frequent sitting for prolonged periods while using a computer; intermittently twisting and reaching to operate other equipment.
Regularly transport, lift, and safely handle objects weighing up to twenty-five (25) pounds.
Regularly stand for sustained periods of time while intermittently twisting and/or reaching.
Occasionally, ascend and descend a 2-step or 4-step ladder to access or place files, paperwork, binders or boxes and related items on and off upper shelves.
Periodic kneeling, bending and/or stooping to retrieve or place documents, files and/or boxes on and off lower shelves, drawers or ground level.
Vision to read printed materials and a computer screen.
Ability to clearly communicate in person and over the telephone.
The position will be required to work occasional evening hours and weekends to attend Board of Directors meetings, special meetings, or District events.
This is an on-site position and is not eligible for remote work. The position is scheduled during the District’s regular business hours and is expected to provide front desk coverage during hours when the District is open.

OTHER REQUIREMENTS

All District employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the District requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned and to return to work as ordered in the event of an emergency.

EQUAL EMPLOYMENT OPPORTUNITY

Ironhouse Sanitary District is an Equal Opportunity Employer. The District is committed to providing equal employment opportunities to all qualified applicants and employees without discrimination based on any characteristic protected by applicable federal, state, or local law.

The District provides reasonable accommodations to qualified individuals with disabilities throughout the recruitment and selection process. Applicants requiring an accommodation may contact the District for assistance.

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