Administrative Assistant I, II, III

Valley Center Municipal Water District is seeking an Administrative Assistant I, II or III to perform a variety of routine to difficult clerical and administrative support duties which may include but are not limited to customer service, typing, word processing, record keeping, and filing. Incumbents are responsible for performing routine administrative support activities including interacting with internal and external customers, maintaining and editing a variety of documents ranging from general correspondence to reports and spreadsheets, maintaining databases, and performing related duties as assigned.

Administrative Assistant I is the entry level class in the Administrative Assistant series. Initially under close supervision, incumbents perform the more routine duties while learning District policies and procedures and becoming familiar with the variety of departmental systems and practices. Incumbents may advance to the higher level of Administrative Assistant II after gaining experience and demonstrating proficiency which meet the qualifications of the higher level.

Administrative Assistant II is the experienced, journey level class in the series, distinguished from the lower classification by the relative independence with which duties are performed. Incumbents perform a greater diversity of specialized assignments requiring the application of terminology, policies, practices, and procedures. 

Administrative Assistant III is the advanced-level class in the series, distinguished from the lower classifications by the relative independence with which duties are performed. It is distinguished from the Administrative Assistant I/II classes, which perform primarily receptionist, clerical, customer service, and office support duties. Incumbents are fully competent and perform the full range of high-level administrative activities in support of a department to include: conducting research, maintaining and updating policy manuals; typing and preparing correspondence; preparing reports; technical documents; assigning and monitoring work of lower level staff. In addition to general clerical and administrative skills, incumbents in this class will have demonstrated Department specific skills related to the department in which they work, and may provide direction to other support staff.

ESSENTIAL DUTIES

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to this position.

Dependent upon class, duties range from acting as a receptionist for the District offices, which includes: answering telephone lines and radio, determining nature of call; recording and processing emergency customer service requests and service orders; directing callers to the proper person or department, providing information to callers, or, taking messages as appropriate; to performing high-level clerical and administrative work for the District involving the use of considerable independent judgment; composes, types and prepares correspondence, reports, forms and specialized documents from drafts, notes, dictated tapes, or brief instructions, proofreads and checks printed materials for accuracy, completeness, compliance with District policies, and correct English usage, including punctuation and spelling.

Receives and records payments, and other monies, and issuing receipts; verifying and posting details of transactions, such as funds received and disbursed and totaling receipts and preparing daily deposit.

Enters, edits, and retrieves data and prepares reports from online or personal computer system, following established formats; prepares and updates a variety of reports, which may require the use of arithmetic calculations and consolidating material from several sources; and maintains records and processes forms, purchase requisitions, and orders.

Composes and types correspondence, reports, forms and specialized documents from drafts, notes, or brief instructions using a computer; proofreads and checks printed material for accuracy, completeness, compliance with policies, and correct English usage including grammar, punctuation and spelling; enters, edits, and retrieves data and prepares reports from on-line or personal computer system following established formats.

Prepares and updates a variety of reports which may require arithmetic calculations and consolidating data from several sources; researches and compiles information; maintains records and processes forms such as attendance and payroll records, purchase requisitions and work orders. 

Performs administrative support activities, to include: establishing and maintaining office files; operating standard office equipment, including a computer opening and distributing mail, processing outgoing mail, making travel arrangements; maintaining general office supplies and reviewing requisition forms to ensure receipt of ordered supplies; receiving or referring office equipment repair requests to appropriate staff or vendor.

May maintain State water certification records for field employees, which includes sending out continuing education reminder letters, paying renewal fees, and maintaining copies of certifications or assist with maintaining attendance records, excavation reports, and safety inspection reports; may assist in preparing certificate applications and renewals.

Provides relief coverage for other office support positions.

QUALIFICATIONS GUIDELINES

 Knowledge of: Techniques used in dealing with the public, in person and on the phone; standard office administrative practices and procedures, including filing, business writing and operation of standard office equipment; correct language usage including spelling, grammar and punctuation; basic business data processing procedures and the use of personal computer equipment and related software applications; basic functions and organization of local governments; record keeping principles and practices; basic cashiering and bank deposit preparation, practices and procedures; using computers and related software applications.

Ability to: Deal tactfully and effectively with customers and others both in person and on the telephone; perform detailed clerical work accurately; organize and maintain office files; compose routine correspondence from brief instructions; maintain accurate records and files; make accurate arithmetic calculations in cashier and banking activities; use initiative and sound judgment within established guidelines; operate standard office equipment, including the accurate use of commonly accepted computer word processing and spreadsheet software and Phone System equipment; understand and carry out oral and written instructions; organize work, set priorities and follow up assignments with a minimum of supervision; learn District functions, personnel and the specific policies and procedures related to the work; work effectively, meet deadlines and maintain attention to detail despite frequent interruptions; type accurately at a rate of 50 words per minute from printed copy; understand oral communication and being understood while using the District’s radio communication system; and, establish and maintain effective working relationships with other employees and those contacted in the course of the work. 

EDUCATION, EXPERIENCE, LICENSES AND CERTIFICATIONS

Education: Equivalent to a High School Diploma, or G.E.D.

Experience: Administrative Assistant I- one year of general office experience; or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above. 

Administrative Assistant II- two years of general office or office assistant experience equivalent to an Administrative Assistant I.

Administrative Assistant III – a minimum of three years of responsible secretarial and office administrative experience. Secretarial or business training and experience in dealing with representatives of business or community organizations is desirable.

License and Certifications:

Administrative Assistant III – Notary Public Certification highly preferred.

APPLICATION PROCEDURE:

A District Application is required for consideration for this position and is available online at www.valleycenterwater.org or at our District office located at 29300 Valley Center Road, Valley Center. Office hours are 7:00am to 4:30pm Monday – Thursday and 7:00am to 3:30pm on Friday. Resumes will not be accepted in lieu of a completed District application. Please direct any questions to Stephanie Lackerdas at (760) 735-4525.

The provisions of this notice do not constitute an expressed or implied contract. Any provision in this notice may be modified or revoked without notice. Persons selected for employment will be required to take, and pass, a pre-employment physical, drug screen and background check. They will also be required to present documents establishing qualifications, personal identity and the legal right to work in the United States. The District makes reasonable accommodations for the disabled. If candidates require special arrangements to participate in the interview process, they should state their needs when invited to participate in an oral panel interview. Valley Center Municipal Water District is an Equal Opportunity Employer.