Administrative Assistant I-II (DOQ)

Inland Empire Utilities Agency; Chino (CA); On-site; USD 49,000 - 69,000; Full time

Job summary

Inland Empire Utilities Agency seeks an Administrative Assistant I-II to deliver essential administrative and project support to the Board and Administrative Services Department. You will prepare documents, coordinate meetings, track information, and assist with purchasing, budget, and related administrative duties.

The ideal candidate is organized, customer-focused, and able to manage multiple priorities with attention to detail.

Qualifications

• Graduation from high school or GED with 4+ years of admin/financial/technical support experience.
• Administrative II requires 7+ years of admin/financial/technical support experience.
• Public agency experience preferred.
• College coursework may substitute for up to two years of required experience.

Responsibilities

• Provide administrative and project support to department management and staff.
• Prepare and maintain documents and records.
• Coordinate meetings and track information.
• Assist with purchasing, budget, and other administrative processes.
• Support procurement and financial processes.

Skills

Organization

Written comms

Problem solving

Documentation

Computer skills

Communication

Interpersonal skills

Education

High school diploma or GED

College coursework desirable/substitution

Tools

Excel

Outlook

Word

SAP

Smartsheet

Laserfiche

Job description

THE OPPORTUNITY:

Do you enjoy working on a high-performing team where you can apply your organizational, problem-solving, and administrative skills? Are you an experienced administrative professional interested in meaningful work with an organization recognized for its leadership in technology and innovation? If so, the Inland Empire Utilities Agency (IEUA) has an exciting opportunity for you as an Administrative Assistant I-II (DOQ)!

IEUA is seeking a proactive, detail-oriented, and dependable professional to join the Board and Administrative Services Department. This position provides a variety complex of administrative and project support to department management and professional staff, including preparing and maintaining documents and records, coordinating meetings, tracking departmental and project information, and assisting with purchasing, budget, and other administrative processes and duties as assigned.

The ideal candidate is highly organized, accurate, customer-service oriented, and able to effectively manage multiple priorities and deadlines. The successful candidate will demonstrate strong written and verbal communication skills, sound judgment, attention to detail, and the ability to work both independently and collaboratively. This is an excellent opportunity for a resourceful administrative professional who takes pride in supporting an effective team and contributing to IEUA’s mission and operations.

EDUCATION, TRAINING, AND EXPERIENCE:

Administrative Assistant I: Graduation from high school or GED equivalent, and at least four (4) years of progressively responsible experience in administrative, financial, and/or technical support functions; or an equivalent combination of education, training, and experience. Experience in a public agency is preferred. Completion of college-level coursework is desirable and may be substituted for up to two years of the required experience on a year-for-year basis.

Administrative Assistant II: Graduation from high school or GED equivalent, and at least seven (7) years of progressively responsible experience in administrative, financial, and/or technical support functions; or an equivalent combination of education, training, and experience. Experience in a public agency is preferred. Completion of college-level coursework is highly desirable and may be substituted for up to two years of the required experience on a year-for-year basis.

DESIRABLE QUALIFICATIONS:

• Experience providing administrative support to multiple individuals, teams, or departments, preferably in a public agency or similarly structured organization.
• Experience supporting procurement and financial processes, including purchase requisitions, purchase orders, invoice processing, contract tracking, and budget monitoring.
• Proficiency in Microsoft Office applications, particularly Excel, Outlook, and Word.
• Experience using SAP, Smartsheet, Laserfiche, or comparable enterprise systems.
• Experience maintaining accurate records, tracking deadlines, coordinating multiple assignments, and supporting departmental operations.
• Strong written and verbal communication skills, with experience providing customer service and coordinating with internal and external stakeholders.
• Experience identifying opportunities for process improvement and supporting administrative workflow efficiencies.

SKILLS AND ABILITIES:

• Organize, set priorities, and exercise sound judgment within areas of responsibility
• Compose clear, concise, and comprehensive correspondence, reports, presentations, and other written materials.
• Analyze problems, evaluate alternatives, and recommend effective courses of action.

• Prepare and maintain accurate reports, documents, records, and files.

• Operate a computer, standard business software, and other software programs and databases related to the area of assignment.

• Communicate effectively, both orally and in writing.

• Establish and maintain effective working relationships with those encountered in the course of work.

This position is Non-Exempt - eligible for overtime compensation.

Administrative Assistant I GU 171 ($35.5606 - $43.3279 Hourly)

Administrative Assistant II PR 174 ($41.1621 – $50.1520 Hourly)

About Us

The Inland Empire Utilities Agency is a regional wastewater treatment agency and wholesale distributor of imported water to approximately 950,000 people across 242-square miles in western San Bernardino County. Under the leadership of a directly elected five-member Board of Directors, the Agency is committed to supporting the needs of its service area and safeguarding public health through significant investments in a diverse water supply portfolio, reliable municipal/industrial wastewater collection and treatment services, and other related utility services in a regionally planned and cost-effective manner.

As a member agency of the Metropolitan Water District of Southern California (Metropolitan), IEUA provides supplemental water supplies, primarily via the State Water Project (SWP) for distribution among nine retail agencies. IEUA also replenishes local groundwater supplies with captured stormwater and recycled water produced by IEUA that is later extracted by local water agencies for use as a drinking water supply.

At IEUA, we pride ourselves on fostering a culture that promotes growth, accountability, and collaboration. Our eight organizational attributes are the foundations of our success and guide us in our daily operations.

• Safety- We are committed to maintaining a safe and healthy work environment for all employees.
• Continuous Learning and Improvement- Our commitment to professional development ensures that our team members are always equipped with the latest knowledge and skills.
• Efficiency- We strive to optimize our processes and resources to deliver the highest quality services in the most effective manner.
• Collaboration- By leveraging diverse perspectives and expertise, we create innovative solutions and drive our mission forward.
• Accountability- By owning our responsibilities, following through on our commitments, and doing the right thing when no one is looking, we ensure that we meet our goals and uphold our standards of excellence.
• Coaching for Performance- Our leaders are committed to providing guidance and support to help team members reach their full potential.
• Respect- We value each individual’s contributions and treat everyone with dignity and consideration.
• Employee Engagement- By fostering a sense of belonging and purpose, we ensure that our employees are motivated and invested in our mission.

There is one (1) vacancy in the Board and Administrative Services Department.

This recruitment is being conducted to fill one (1) vacancy and will establish an eligibility list which may be used to fill future vacancies as they occur during the active status of the eligibility list.

All employment applications will be reviewed for accuracy, completion, relevant experience, education, training and other job-related qualifications. Applicants with the strongest background relating to the responsibilities of this position will be invited to participate in the testing process which may include one or more of the following: written test, oral interview, performance/practical examination. The successful candidate will be required to pass a background/reference check and pre-employment physical examination including a drug screen (for safety sensitive position) at no cost to the candidate. Please visit our website at www.ieua.org and select the Human Resources Department for additional information regarding the Agency, the hiring process and benefit information.

Any applicant requiring reasonable accommodation during the selection process due to a qualified disability must inform the Human Resources Office at [phone] or [e-mail] at least 72 hours in advance of the need for accommodation.

The Inland Empire Utilities Agency does not sponsor employment visas at the time of hire or during the course of employment. All applicants and employees must be legally authorized to work in the United States at the time of application and throughout the duration of employment.

THE PROVISIONS OF THIS ANNOUNCEMENT DO NOT CONSTITUTE A CONTRACT, EXPRESSED OR IMPLIED, AND ANY PROVISION CONTAINED IN THIS BULLETIN MAY BE MODIFIED OR REVOKED WITHOUT NOTICE. "The Agency's success is obtained by creating a positive and diverse work environment which recognizes individual differences and experiences".