Vallecitos Water District

Executive Assistant

Hybrid - San Marcos, CA
Full-Time
Application Deadline: 7/14/24

TO APPLY: Executive Assistant | Job Details tab | Career Pages (governmentjobs.com)

  • HYBRID REMOTE/OFFICE SCHEDULE MAY BE AVAILABLE AFTER INTRODUCTORY PERIOD.
  • Hourly: $38.90 – $52.13

DEFINITION

 

Under general supervision, provides confidential administrative and secretarial support to the General Manager, Assistant General Manager, Board of Directors, and Senior Executive Assistant; follows and maintains record retention policies and record management programs; assists other departments with administrative work. Performs related duties as required.

 

SUPERVISION EXERCISED AND RECEIVED

 

This position is supervised by the Senior Executive Assistant, which prioritizes department work based on directives from the General Manager. The Executive Assistant communicates with, but does not report to, elected officials. Will occasionally work under the direction of other department supervisor or managers as assigned by the Senior Executive Assistant.

 

CLASS CHARACTERISTICS

 

This single incumbent position provides responsible and confidential administrative support duties requiring the use of considerable discretion, initiative, and independent judgment; performs a wide variety of general administrative duties for the General Manager’s office as well as other departments as assigned.

Essential Functions

Essential functions include, but are not limited to, the following:

 

  • Performs routine and complex administrative support and secretarial work for the District involving the use of independent judgment, including providing back-up to the Senior Executive Assistant; performs calendar management, filing, correspondence, telephone calls, and purchase requisitions; supports other departments with administrative work as assigned; 
  • In the absence of the Senior Executive Assistant, acts as confidential secretary and point of contact to the Board of Directors, General Manager and Assistant General Manager;    
  • Attends Board, committee, and special meetings during and after normal business hours; facilitates these meetings in the absence of the Senior Executive Assistant; records and transcribes minutes and prepares them for distribution; interacts with Board of Directors and General Manager;
  • Prepares agendas and packets of background materials for committee and Board meetings; prepares Board Resolutions and Ordinances; posts agendas in accordance with legal requirements; researches, compiles, and summarizes a variety of informational materials on behalf of the Senior Executive Assistant and other District staff as needed; 
  • Assists in the development of District-wide records management program; trains employees in records management policies; maintains District-wide records and files in accordance with the internal program and record retention policies;
  • Types and/or drafts a wide variety of documents which may include legal terminology or confidential material from notes, brief instructions, prior drafts, and dictating equipment; reviews finished materials for completeness, accuracy, format, and correct spelling and English usage;
  • Coordinates and arranges District-related travel for the Board of Directors and executive management; 
  • Prioritizes and organizes own work, maintains critical deadlines, and coordinates activities with those of other District departments to ensure completion of the work;
  • Operates copiers and a variety of office equipment;
  • Performs duties in a professional manner and works well with others or in a team setting;
  • Establish and maintain cooperative working relationships with co-workers, outside agencies, and the public;
  • Regular attendance and adherence to prescribed work schedule to conduct job responsibilities;
  • Observes safe work practices and safety methods; performs other duties as assigned.

Typical Qualifications

Ideal Candidate

The ideal Executive Assistant has prior experience with the Brown Act and preparing meeting packets and minutes for public agencies. Experience drafting and recording Resolutions and Ordinances is highly preferred. The successful candidate must be well-organized, with strong attention to detail. This position communicates extensively with elected officials, executive management, and the public; the ideal candidate has the oral and written communication skills to work effectively with people at all levels of the organization.

Knowledge, Skills, and Abilities

 

Knowledge of:

  • The principles, practices, and methods of administrative support for high-level management; 
  • Public administration principles and practices; basic functions and organization of local governments; legal requirements related to the scheduling and notification of Board meetings; Brown Act and Public Records Act requirements; conflict of interest and disclosure requirements;
  • Standard office administrative and secretarial practices and procedures including business letter writing, e-mail etiquette, and the operation of standard office equipment;
  • Principles, practices, and rules of government records management and records retention programs; 
  • Correct English usage including spelling, grammar, punctuation, and vocabulary;
  • Operation of a variety of office and computer equipment.

 

Ability to:

  • Communicate clearly and concisely, both orally and in writing;
  • Keep accurate records; compile and maintain complex records and files; edit documents for correct English grammar, punctuation, and spelling;
  • Analyze situations carefully and adopt effective courses of action;
  • Understand the operation of the District and outside agencies;
  • Compose correspondence and perform clerical and related assignments from brief oral and/or written instructions;
  • Communicate effectively with a variety of personnel, including upper management and Board of Directors, and establish/maintain effective working relationships;
  • Apply policies and procedures, work independently;
  • Meet deadlines, and maintain attention to details despite frequent interruptions;
  • Understand and follow verbal and written directions;
  • Maintain confidentiality of records and information;
  • Take notes and prepare accurate minutes from meetings.

 

Education & Experience

 

Any combination of education or experience that would likely provide the necessary knowledge and abilities is qualifying. A typical way to obtain this knowledge and abilities would be: high school graduation or equivalent, supplemented by college level courses in secretarial or office management; and four years of increasingly responsible office administrative experience, including keeping and writing detailed meeting minutes. One year working with elected officials or the Brown Act is highly desirable.

 

Licenses, Certificates, and Special Requirements

 

  • None required; however, position-related certificates and licenses will be noted.

Recruiter Information:

Bridget Anderson