Administrative Assistant

THIS POSITION WILL RECEIVE A 2% COST OF LIVING INCREASE EFFECTIVE JANUARY 2025.

To apply, please visit: https://www.governmentjobs.com/careers/cvwd/

TITLE: Administrative Assistant

SRN A22: $5,439 – $7,401, Monthly, Non-Exempt

Bargaining Unit: CVWDEA

DEPARTMENT: Engineering

Division: Administration

REPORTING RELATIONSHIP:                   

Reports to: Supervising Management Analyst

Supervises the following positions: N/A

DEFINITION: Under general supervision, performs complex administrative, secretarial and office coordination duties for an assigned manager or executive supporting the daily operations of a department. Assignments may vary and may encompass a variety of tasks including correspondence, data entry; answers and directs phone calls; may take payments and greet customers; provides support for special projects; acts as a Notary for the District; and performs related work as required.

EXAMPLES OF TYPICAL JOB FUNCTIONS:

• Provides oversight for department program logistics including scheduling customer appointments, management of application software, records retention, and program budget analysis; manages events and tours including planning and logistics.
• Prepares and manages processes related to a variety of reports, schedules, work orders, permit applications, technical specifications, bid advertisements, agenda items, agendas, and related documents as requested; maintains accurate record keeping and filing systems; and inputs data into relevant databases. 
• Coordinates publication of departmental materials; maintains contracts, monitors funds, service agreement expiration dates, task orders and purchase orders.
• Performs the duties of a Notary Public in some departments; provides quality control of all essential functions.
• Accurately composes letters, reports, forms, lists, schedules, financial and statistical data, and spreadsheet preparation from rough drafts, notes, or verbal instructions.
• Schedules District facility use and the use of District pool cars; coordinates departmental travel; makes business/conference/seminar travel arrangements.
• Provides oversight for front counter and the needs of the department; trains new personnel on policies, procedures word processing procedures; assists with compiling training manuals and training of department personnel for operating and computer systems.
• Answers and routes incoming calls to appropriate staff; takes customer payments over the telephone.
• Demonstrates continuous effort to improve operations, decrease turnaround times and streamline work processes.
• Reviews and processes documentation related, but not limited to, budgets, public records requests, service requests, internal requests for information, contracts and contract amendments, development plans, completion reports, change orders, bonds, invoices, proposals, permits, production reports, and distribution systems.

Please visit https://www.governmentjobs.com/careers/cvwd/classspecs for the full job description.

MINIMUM QUALIFICATIONS:

Licenses and Certifications: Possession of a valid California Driver’s License, to be maintained throughout employment. Certification as a Notary Public in the State of California, to be maintained throughout employment, subject to department needs (not all positions “need” a notary commission).

Experience: Five (5) years of extensive secretarial and administrative experience.

Education: Equivalent to a High School diploma supplemented by specialized training or coursework in business administration.