Administrative Assistant

Turlock-Irrigation-District; Turlock (CA); On-site; USD 50,000 - 70,000; Full time

Job summary

Turlock Irrigation District is seeking an Administrative Assistant to support the Chief Financial Officer / Assistant General Manager of Financial Services. The role involves confidential administrative work, budget-related tasks, and interaction with internal teams and external parties.

Ideal candidates will be organized, dependable, and capable of handling multiple tasks with professionalism. Proficiency in Microsoft Office and familiarity with cloud platforms like Teams is advantageous.

Qualifications

• Experience supporting budgets, requisitions, purchases, and invoices.
• Strong written and verbal communication with internal/external customers.
• Proficiency with Microsoft Office; familiarity with cloud-based platforms is a plus.

Responsibilities

• Support CFO/Assistant GM of Financial Services with confidential administrative tasks.
• Prepare and process documents, reports, and board materials.
• Assist in budget preparation and monitor expenditures against budgets.

Skills

Microsoft Office

Budgeting support

Administrative support

Education

High school diploma

AA degree preferred

Job description

THE POSITION

Turlock Irrigation District is currently seeking a qualified Administrative Assistant to the Chief Financial Officer / Assistant General Manager of Financial Services. This position provides direct administrative support to the Chief Financial Officer / Assistant General Manager of Financial Services and assists the IT Department Manager and the broader IT team. Candidates need to be familiar with budgets, requisitions, purchases, and invoices; and proficient with Microsoft Office products as they will be analyzing information, preparing documents and work products that may be shared with the Board of Directors as well as internal and external customers. Experience with cloud-based platforms, particularly Microsoft Teams for communication, collaboration, video meetings, and file management is desirable. Ideal candidates are dependable, organized and able to maintain professionalism while navigating a variety of tasks and interactions.

JOB SUMMARY

Provide confidential administrative, analytical, functional, technical, and clerical support in the operation and coordination of the administrative function for senior management and/or department managers.

DUTIES AND RESPONSABILITIES

• Participate in the duties relating to the execution of an assigned area; may develop and assist in the preparation of reports; plan, coordinate, participate in, and facilitate a variety of meetings.
• Assist in assembling and preparing the annual budget for assigned area; track, compile reports, and monitor expenditures against the budget; prepare purchase requisitions and requests for payments.
• Compose, draft, type, format and revise, a variety of confidential documents and forms including reports, correspondence, memoranda, agreements, ordinances, resolutions, technical and statistical charts and tables, Board packages, and other specialized and technical materials.
• Proofread, verify, and review materials, applications, records, and reports for accuracy, completeness, and conformance with established standards, regulations, policies, and procedures; ensure materials, reports, and packets for signature are accurate and complete.
• Enter data, maintain, and generate reports from a database or network system; create and administer mailing lists; design, maintain and utilize data to develop reports.
• Screen callers, respond to complaints and requests for information on regulations, policies and procedures, etc.; and manage the flow of information.
• Maintain calendar of activities, meetings and various events for assigned staff; coordinate activities between district personnel, the public, consultants, attorneys and outside agencies. Coordinate the scheduling of District facilities.
• Assist in a variety of office administrative details such as ordering supplies, arranging for equipment repair, transmitting information, and keeping reference materials up to date: organize and maintain office and specialized files in accordance with the District’s record management program.
• Prepare special reports and perform special projects that may require researching, gathering, and organizing information from a variety of sources.
• Assess and recommend improvements in workflow, procedures, and use of equipment and forms; implement improvements as approved; develop and revise office forms and report formats as required; establish and maintain filing systems.
• Coordinate, make, process, and confirm personnel travel arrangements; arrange for transportation and accommodations for travel, check and process expense claims.
• Maintain personnel files as assigned; prepare and type personnel documents; enter and verify the accuracy of timesheet information in the district’s payroll system.
• May be required to notarize various district documents including: quit claim deeds, petitions, abandonments and easements.
• May use two-way radio to contact field employees to relay messages or obtain information.
• Process mail including: receiving, sorting, time-stamping, logging, and distributing incoming and outgoing correspondence and packages.
• Employees assigned to the Don Pedro Recreation Agency (DPRA) will oversee and monitor collection of various fees, campsite reservation program and monitor and update the DPRA website as needed. Use two-way radio to respond to field employees’ request for assistance and dispatch for emergency services. Maintain dispatch log and verify status of field staff.
• Comply with and enforce all District rules, regulations, policies and procedures.
• Perform other related duties as required or assigned by supervisor.

QUALIFICATIONS

Education

• High school diploma or equivalent with AA degree preferred.
• Supplemental specialized training in business administration is desirable.

Experience

• Usually exhibited by a person with three (3) years of increasingly responsible administrative experience.

Skills and Abilities

Interpersonal and Communication

Ability to: understand and follow oral and written directions; communicate and interact in a clear and concise manner with a broad spectrum of internal employees and external contacts; establish and maintain a cooperative, positive staff and public relations image and maintain confidentiality when necessary; and demonstrate the ability to work effectively as a team player in a diverse work group.

Maintain a positive work atmosphere by acting and communicating in a manner so that you get along with customers, clients, co-workers and management.

Technical and Analytical

Must have knowledge and proficient use of: grammar, spelling and punctuation and District policies, rules, regulations and procedures. Ability to: interpret, apply, and disseminate information to staff and public; maintain accurate records; implement progressive office practices and procedures with minimal or no supervision; operate a personal computer and peripheral equipment, using modern software, including word processing, data base management, and spreadsheets; make charts and graphs; and operate a variety of modern office machines and equipment such as a typewriter, plotter, calculator,fax machineand copier; type 45 words per minute (net corrected).

Administration and Operations

Must have excellent time management, organizational, and communication skills with the ability to work independently. Ability to: perform responsible and difficult administrative work involving the use of independent judgment and personal initiative; prioritize a fluctuating workload, work well under pressure, handle frequent interruptions and meet deadlines with a high degree of accuracy; handle multiple projects at one time and effectively set and modify priorities; and handle routine administrative matters by intercepting requests and questions directed to executive staff.

Working Conditions

Work in an office environment subject to frequent interruptions; exposure to computer screens; extensive use of computer and keyboard; sustained posture in a seated position for prolonged periods of time.

Necessary Special Requirements

• Must file a Statement of Economic Interest in compliance with Governmental Code Section 81000.
• Sign & Acknowledge a Confidentiality Agreement.

While the minimum passing score is 70%, candidates who score highest may be considered for advancement in the recruitment process.

SELECTION CRITERIA

Written Examination 70%

Oral Interview 70%

Medical Examination

This position may require a medical examination to determine medical fitness for performing the duties assigned to the position or classification. Turlock Irrigation District is an Equal Opportunity Employer. It does not discriminate on the basis of, race, color, ancestry, religious creed, national origin, sex, physical and mental disability, medical condition (cancer related), age (over 40), and marital status. Assistance is available in filling out job applications for disabled individuals. Applicants will be subject to drug testing in accordance with FHWA regulations, when the position requires a Commercial Driver's License. Turlock Irrigation District's bargaining unit positions are a part of an agency shop. Turlock Irrigation District provides reasonable accommodations to applicants and employees with a disability in accordance with federal and state law.

Human Resources Department

[phone]