Executive Assistant to the General Manager

Do you want to make a difference? Do you want to partner directly with the General Manager of a progressive and action-oriented organization to bring change? Do you enjoy a fast-paced level of activity and involvement in a broad variety of topics? The SMWD is looking for an exceptional administrative professional to provide direct support to the General Manager’s Office. We need someone smart, with high emotional intelligence, fluid adaptability, and a great sense of humor – come help make us better!

Meet Santa Margarita Water District 

Santa Margarita Water District is a dynamic, forward-thinking agency dedicated to delivering high-quality potable water, recycled water, and wastewater services to its 200,000 customers across Southern Orange County. As one of the region’s largest and most impactful utilities, we are committed to the highest standards of transparency, innovation, and environmental stewardship.

Our people drive our progress, innovation, and results. Our collaborative, human-first culture fosters the sense of fun, comradery, and a rewarding sense of purpose as we do work that matters. Dynamic teams of intelligent individuals work collaboratively to achieve SMWD’s goals and solve challenges with a common aim that fosters a unique bond that is not often found in governmental agencies. 

Santa Margarita Water District’s values include: 

• Exemplary service excellence 
• Intelligent innovation that is forward-thinking and adaptive 
• Ethical fiscal responsibility and transparency 
• Environmental and resource stewardship 
• Employee development and leadership training 
• Building relationships that strengthen communities 

JOB SUMMARY  

Under general direction, provides highly responsible, professional assistance to the General Manager, Assistant General Manager, and/or Deputy General Manager, as needed. Performs sensitive and confidential administrative and secretarial support functions. Performs challenging, diverse, and complex duties in support of the General Manager’s Office in their interactions with elected officials, officials of other governmental agencies, the Management Team, District Department Directors, business and community organizations, interest groups, the media and the public. Maintains department files and continually evaluates the ways they can proactively aid the General Manager.

This position is contingent upon final approval of 2025-2026 fiscal budget. 

Essential Functions:

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed by individual positions

ESSENTIAL FUNCTION STATEMENTS 

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 the class.

1. Provides direct administrative support to a department head and other staff members as required; maintains calendar of appointments; receives visitors, ascertains reason for visit and notifies appropriate party; prepares correspondence often working from notes or directions as to objective to be achieved; reviews incoming correspondence and routes in accordance with standard procedures; may take shorthand or transcribe dictation on a regular basis.
2. Responds to inquiries from the public and District staff regarding departmental programs, procedures, activities, and other matters which require an in-depth knowledge of the department. 
3. Establishes and/or maintains files on departmental activities; researches files to obtain information requested by departmental staff or necessary to the preparation of reports or conduct of other office business. 
4. Handles routine administrative tasks associated with sub-components of departmental programs; establishes and carries out record keeping procedures; develops or obtains forms and documents; interfaces with other District staff and outside agencies in obtaining information and coordinating activities.
5. Prepares drafts of memoranda, correspondence, board agenda materials, including board reports, meeting minutes, statistical charts and other documents and report often of a highly-sensitive and confidential nature; ensure materials and reports for signature are accurate and complete and in compliance with District standards, policies and procedures. Confer with staff to coordinate preparation of write-ups for Board and Committee meeting
6. Assists in preparing annual budget documents by performing research, compiling, monitoring, and analyzing data, and developing detailed, computer-generated spreadsheets to accurately display the budget information within a comprehensive format; help track expenditures against budget; research and compile budget variance reports.
7. Performs a variety of administrative functions including but not limited to proofreading, filing, office machine operation, including word processing, spreadsheets and databases or operation of other automated systems; sorts, files, prepares. and/or processes a variety of documents and records. 
8. Assists and/or directs others in the performance of related tasks; may supervise, train and evaluate subordinates.
9. Make travel arrangements for the Department Head and other staff; coordinate and process necessary paperwork; arrange, coordinate, and advise the Executive Director or General Manager of meetings, trips, and other commitments of time.
10. Process documents electronically according to District procedures. Initiate and maintain a variety of files and records as needed, including confidential materials according to the District’s retention schedule. Make arrangements for meetings and special events including equipment, room set up and meals.
11. Comply with District safety work-related practices and attend relevant safety training.

Requisite Abilities/Qualifications & Guidelines:

Education and/or Experience

Any combination of education and/or experience that has provided the knowledge, skills, and abilities necessary for acceptable job performance. Example combinations include graduation from high school or equivalent including or supplemented by coursework in office procedures. Experience in note taking, filing, and records management and five years of progressively responsible experi­ence in clerical or administrative support; or an equivalent combination of training and experience. Experience in a public agency is preferred, as is past experience supporting a Director-level position or above.. 

Knowledge of: 

1. Office administration practices and procedures.
2. Principles and practices of sound business communication; correct English usage, including spelling, grammar and punctuation.
3. District and department organization, functions, rules, policies and procedures applicable to assigned areas of responsibility.
4. Basic research methods and data analysis techniques.
5. The District’s general accounting system and associated systems, practices and procedures for processing accounting information and interpreting input and output data.
6. District procedures and practices regarding the release of public information, public notification and recordkeeping; provisions of the Brown Act.
7. Safety policies and safe work practices applicable to the work.
8. Records management, recordkeeping, filing and basic purchasing practices and procedures. 
9. Uses and operations of computers, standard business software and specialized database and spread­sheet applications. 

Ability to: 

1. Organize, set priorities and exercise sound independent judgment within areas of responsibility.
2. Compose clear, concise and comprehensive analyses, correspondence, reports, studies, ordin­ances, resolutions, agreements, presentations and other written materials from brief instructions.
3. Work consultatively within the department and with other District department staff.
4. Analyze situations carefully and adopt effective courses of action
5. Learn and apply policies, practices and methods applicable to administering assigned administrative programs or functions.
6. Interpret and apply rules, regulations, legislation and policies.
7. Maintain confidential information.
8. Operate a computer, standard business software and a variety of computer software programs and databases related to area of assignment.
9. Set priorities and exercise sound independent judgment within areas of responsibility.
10. Communicate clearly and concisely both orally and in writing.
11. Communicate effectively with a variety of personnel and establish/maintain effective working relationships.
12. Edit documents for correct English grammar, punctuation, and spelling
13. Keep accurate records
14. Understand and follow written and oral instructions. 
15. Establish and maintain effective working relationships with all those encountered in the course of work.

Additional Information:

PHYSICAL AND MENTAL DEMANDS

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Physical Demands

While performing the duties of this job, the employee is regularly required to sit, walk and stand; talk and hear; use hands to finger, handle, feel or operate objects, tools or controls; reach with hands and arms; perform repetitive movements of hands or wrists; stoop, kneel, bend at the waist. Use office equipment such as computer terminals; sit for extended periods of time; have hearing and vision within normal ranges; carry, push, reach and lift up to 30 pounds; occasionally stoop, kneel or crouch; sufficient manual dexterity to operate office equipment.  

Mental Demands 

While performing the duties of this class, an employee uses written and oral communication skills; reads and interprets data, information and documents; analyzes and solves problems; uses math and mathe­matical reasoning; observes and interprets people and situations; learns and applies new information and skills; performs highly detailed work; deals with changing deadlines, constant interrup­tions and multiple concurrent tasks; and interacts with others encountered in the course of work, including frequent contact with customers and/or the public and dissatisfied/abusive individuals.

Work Environment

The employee works in an office environment where the noise level is usually quiet. Some assignments may require employee to work in a plant environment where the noise level is moderate to loud.