Temporary Administrative Assistant

South Tahoe Public Utility District; South Lake Tahoe (CA); On-site; USD 42,000 - 56,000; Full time

Job summary

The South Tahoe Public Utility District is seeking a Temporary Operations Administrative Assistant to provide administrative and project support to the Operations Division. This role handles document preparation, data gathering, filing, and coordination to assist with regulatory requirements, purchasing, capital projects, and special assignments.

The ideal candidate is organized, detail-oriented, and professional in communications with District staff, consultants, regulatory agencies, and

Qualifications

• High school diploma or equivalent required.
• Proficiency with Microsoft Office (Outlook, Word, Excel).
• Strong document preparation and formatting skills for agendas, reports, and contracts.
• Excellent written and verbal communication with all levels of an organization.
• Solid organizational and administrative abilities, with deadlines and records management.

Responsibilities

• Assist with Emergency Action Plans documentation and outreach.
• Prepare Board agenda items and supporting materials.
• Support procurement and purchase order documentation.
• Gather and provide information for regulatory reports and submittals.
• Organize, file, and maintain electronic records.

Skills

Document preparation

Communication skills

Organizational skills

Administrative support

Attention to detail

Professional communication

Education

High school diploma or equivalent

Tools

Microsoft Office

Outlook

Word

Excel

Job description

The District is seeking a Temporary Operations Administrative Assistant to provide administrative and project support to the Operations Division. This position will perform a variety of administrative, document preparation, data gathering, filing, and coordination activities in support of departmental operations, regulatory requirements, purchasing, capital projects, and other special assignments.

The ideal candidate will be organized, detail-oriented, comfortable working with a variety of documents and information, and able to communicate professionally with District staff, consultants, regulatory agencies, and partner organizations.

Duties may include, but are not limited to:

• Assist with preparation and completion of Emergency Action Plans, including contacting outside agencies to verify contact information and documenting outreach.
• Prepare and submit documentation related to vehicle exemptions under applicable Clean Fleets regulations.
• Assist with preparation of Board agenda items and supporting documentation.
• Assist with preparation and organization of documents for public bidding and procurement activities.
• Gather and provide information in response to requests from engineering consultants working on District projects.
• Assist with gathering, organizing, and preparing information for regulatory reports and submittals.
• Prepare and format standardized forms and supporting documents for Standard Operating Procedures.
• Assist with preparation and processing of purchase orders and related purchasing documentation.
• Draft and prepare correspondence to regulatory agencies, partner agencies, contractors, consultants, and other organizations.
• Assist with applying for and documenting blanket encroachment permits.
• Organize, file, and maintain electronic records and documentation.
• Perform other administrative and project support duties as assigned.

1. Requires high school diploma or equivalent.
2. Requires a valid, current drivers' license, acceptable by the State of California, with a driving record which enables insurability

• Proficiency with Microsoft Office, including Outlook, Word, and Excel.
• Strong document preparation and formatting skills, including Board agendas and materials, reports, procedures, correspondence, and other official documents.
• Exceptional attention to detail and accuracy, particularly when working with regulatory submissions, procurement documents, contracts, projects, emergency plans, and Board materials.
• Strong organizational and administrative skills, including tracking outstanding requests, managing documentation, monitoring deadlines, and ensuring materials are complete and submitted timely.
• Excellent written and verbal communication skills, with the ability to communicate professionally by phone, email, and in person.
• Ability to communicate effectively with individuals at all levels of an organization.
• Exceptional customer service skills, with a professional, responsive, and helpful approach.
• Ability to exercise discretion and maintain confidentiality when handling sensitive organizational, contractual, regulatory, and Board-related information.