Senior Administrative Assistant

East Valley Water District; California; On-site; USD 50,000 - 65,000; Full time

Job summary

The East Valley Water District seeks a Senior Administrative Assistant to support the Water Reclamation Team with advanced administrative tasks. The role requires strong independent judgment, proficiency in Microsoft Office Suite, and the ability to handle confidential information. The candidate will manage complex projects and provide administrative support to management, contributing to essential district functions.

Qualifications

• 4 years of responsible office administrative experience.
• Experience in a public agency is desirable.
• Valid California Class C driver's license required.

Responsibilities

• Provides complex office and program coordination and support.
• Maintains multiple calendars and coordinates schedules.
• Plans and oversees multiple complex projects.

Skills

Judgment

Clerical skills

Tact

Education

High school diploma or equivalent

Associates of Arts degree

Job description

The Senior Administrative Assistant is a key member of the Water Reclamation Team. Under general supervision from the Water Reclamation Manager, the Senior Administrative Assistant performs a variety of professional and advanced administrative work; composes and prepares highly complex correspondence, reports, databases, and other written materials and documents using a high level of judgment and discretion; and provides complex office and program coordination and support. The Senior Administrative Assistant is a non-exempt, general/confidential position.

THE IDEAL CANDIDATE
The District is seeking an administrative professional with the ability to provide a variety of confidential and re-sponsible administrative tasks. The ideal candidate will be self-motivated, demonstrate strong independent judgment and perform of an advanced level in various software applications including the Microsoft Office Suite clerical skills.

THE DISTRICT
East Valley Water District was incorporated in 1954 under County Water District Laws. We provide water and sanitary sewer services to the City of Highland and the eastern portions of the City of San Bernardino, with a service population of approximately 108,000.

Recently online, the Sterling Natural Resource Center (SNRC) is a state-of-the-art facility in San Bernardino that provides a sustainable new water supply to the region. Capable of recycling up to 8 million gallons a day, the SNRC recharges the local Bunker Hill Groundwater Basin, produces renewable electricity, and creates new opportunities for the surrounding community.

East Valley Water District is an Equal Opportunity Employer.

VISION
East Valley Water District aspires to be a beacon of excellence and innovation within the water industry. Through visionary leadership, we strive for a sustainable, transparent, and accountable future.

CORE VALUES
Leadership - Inspiring people to improve our community and advance water resources.
Partnership - Developing relationships through collaboration and shared responsibility.
Stewardship - Protecting our community’s resources, now and in the future.

AWARD WINNING TEAM
•2024 Project of the Year Award - Design Build Institute of America Western Pacific Region
•2024 Transparency Certificate of Excellence Award by the Special District Leadership Foundation
•2023 Top Workplaces Award – The Inland News Group in Small Company Category
•2023 Distinguished Budget Presentation Award for the 2022/23 Fiscal Budget by Government Finance Officers Association
•2023 Polaris Award of Excellence for the 2022 Consumer Confidence Report by the Public Relations Society of America (PRSA)
•2023 Capella Award of Distinction for the SNRC’s Ribbon Cutting Ceremony Campaign by the Public Relations Society of America (PRSA)
•2023 Platinum Award for the Sterling Natural Resource Center Visitor’s Guide by Marcom Award
•2022 Excellence Award for Budgeting by the California Society of Municipal Finance Officers

DEFINITION

Under general supervision from the Water Reclamation Manager, the Senior Administrative Assistant performs a variety of professional and advanced administrative work; composes and prepares highly complex correspondence, reports, databases, and other written materials and documents using a high level of judgment and discretion; and provides complex office and program coordination and support. The Senior Administrative Assistant is a non-exempt, general/confidential position.

SUPERVISION RECEIVED AND EXERCISED

Receives general direction from assigned manager. May provide technical and functional direction to subordinate administrative and clerical position.

CLASS CHARACTERISTICS

Incumbent’s responsibilities require a high level of tact, discretion, and independent judgment, as well as, a thorough knowledge of divisional/departmental and District activities. Incumbents in this classification assist and act in a highly responsible capacity to a division or department head. The work requires the interpretation and application of complex policies, procedures, and regulations and involves frequent contact with the public, as well as performing various research and budgetary support functions. This class is distinguished from other administrative classifications by the higher level of responsibility assumed, the greater complexity of duties assigned, and by the nature, scope, and diversity of responsibilities having District-wide impact and the capability of relieving District management staff of day-to-day office administrative and coordinative duties.

EXAMPLES OF TYPICAL JOB FUNCTIONS(Illustrative Only)

Management reserves the rights 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.

• Plans, develops, organizes, and oversees multiple complex projects and programs for the assigned manager/division/department; assists in developing goals, objectives, policies, the division, department, the District, and outside agencies.
• Provides administrative support to the division/department managers and supervisors in performing duties of an advanced, complex, sensitive, and confidential nature.
• Maintains multiple calendars and coordinates the schedules of the assigned manager, and other division, department, and/or District management and administration; and makes travel arrangements as needed.
• Schedules and/or coordinates special meetings, seminars, conferences, training sessions, and other functions for assigned division/department staff; acts as meeting secretary including preparing agendas, and taking and transcribing minutes for boards and commissions.
• Receives and screens visitors, telephone calls, emails, and regular mail; provides information and resolves issues for District staff, other organizations, and the public, which often requires the use of judgment and the interpretation of policies, rules, and procedures.
• Coordinates and participates in the preparation of department budgets, including gathering and analyzing data related to expenditures and projected charges; monitors budget expenditures and revenues; initiates department purchases for office supplies and other items as assigned; reconciles department invoices.
• Conducts a variety of basic analytical studies, research, and statistical analyses on administrative and operational problems or issues regarding divisional/departmental activities; evaluates alternatives, makes recommendations, and assists with the implementation of procedural, administrative, and/or operational changes after approval.
• Directs the work activities of subordinate personnel; prioritizes and coordinates work assignments; reviews work for accuracy; recommends improvements in workflow, and procedures; may participate in selecting, training, and evaluating administrative personnel.
• May serve as secretary to a board, commission, or special task force; provides a variety of support to District boards, committees, and task forces, including reserving meeting rooms, maintaining access reports, compiling and distributing agenda packets, attending meetings, formatting and distributing minutes, and following-up on decisions, as required.
• Learns and applies emerging technologies and, as necessary, to perform duties in an efficient, organized, and timely manner.
• Performs other duties as assigned.

Knowledge of:

• Organization and function of public agencies, including the role of an elected Board of Directors and appointed boards and committees.
• Principles, practices, and procedures of public administration in a municipal setting.
• Applicable federal, state, local laws, regulations and District procedures as they relate to the maintenance, control, retention, release, and disposition of District records.
• Basic research and reporting methods, techniques, and procedures.
• Sources of information related to a broad range of municipal programs, services, and administration.
• Business letter writing and the standard format for reports and correspondence.
• Principles and practices of data collection and report preparation.
• Modern office administrative and secretarial practices and procedures, including the use of standard office equipment.
• Computer applications related to the work.
• English usage, grammar, spelling, vocabulary, and punctuation.
• Techniques for dealing effectively with the public, vendors, contractors and District staff, in person and over the telephone.

Ability to:

• Provide varied, confidential, and responsible secretarial and office administrative work requiring the use of independent judgment, tact and discretion.
• Respond to and effectively prioritize multiple phone calls, and other requests/interruptions.
• Interpret and implement policies, procedures, technical processes, and computer applications related to the General Manager/CEO’s office.
• Evaluate programs and processes in order to determine optimum efficiency.
• Perform basic researchand prepare reports and recommendations.
• Analyze and resolve office administrative and procedural concerns and make process improvement changes to streamline procedures.
• Organize, maintain, and update office database and records systems.
• Enter and retrieve data from a computer with sufficient speed and accuracy.
• Compose correspondence and reports independently or from brief instructions.
• Establish and maintain a records management system.
• Make accurate arithmetic and statistical calculations.
• Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
• Operate modern office equipment including computer equipment and specialized software applications programs.
• Use English effectively to communicate in person, over the telephone and in writing.
• Establish and maintain effective working relationships with those contacted in the course of the work.
• Multi-task, balance and prioritize multiple conflicting requirements.

EDUCATION AND EXPERIENCE

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

Candidates must possess education equivalent to the completion of the twelfth (12th) grade supplemented by applicable college level coursework and/or technical training in office administrative support, and four (4) years of responsible office administrative experience. Possession of Associates of Arts degree from a business or community college in an appropriate curriculum, and/or experience in providing technical and administrative support to executive-level management in a public agency is desirable. Candidates must also possess a valid California Class C driver’s license and satisfactory driving record and the ability to work in an office setting at a water reclamation plant.

Licenses and Certifications:

• Possession of a valid California class C driver’s license and satisfactory driving record.

Physical Demands

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and to visit various District and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter and retrieve data using a computer keyboard, typewriter keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 25 pounds.

Environmental Elements

Employees work in an office environment with moderate noise levels, controlled temperature conditions and no direct exposure to hazardous physical substances.