What are the responsibilities and job description for the Administrative Assistant (Part-time) position at Helix Water District?
HELIX WATER DISTRICT is looking for a Part-Time Administrative Assistant to join our Human Resources team, where you'll play a vital role in supporting the people who power our organization. This is an excellent opportunity for someone who is organized, detail-oriented, and ready to contribute to a dynamic workplace. The ideal candidate would have prior experience working with human resources and be able to work 12 to 20 hours per week.
As an Administrative Assistant in HR, you’ll help ensure smooth day-to-day operations by:
- Coordinating communication: Responding to inquiries, drafting correspondence and maintaining confidential files.
- Supporting recruitment efforts: Provide administrative support during onboarding, ensuring new hire paperwork is complete.
- Maintaining records: Updating and organizing employee files, benefits documentation and training logs.
- Assisting with events: Helping to coordinate employee recognition programs, training sessions and team-building activities.
- Contributing to HR projects: Collaborating on process improvements, compliance tracking and special initiatives.
Organizes and maintains both physical and electronic records, files and research materials.
Attends to a variety of office administrative details to ensure smooth operations of the assigned department in serving its customers.
Provides administrative assistance and clerical support for the human resources department.
Types and/or drafts a wide variety of board, administrative, financial, purchasing, contract and technical documents and reports from drafts, notes, dictation or brief oral instructions using word processing software; proofreads and ensures for accuracy, completeness and compliance with district standards, policies and procedures.
Researches and assembles information from a variety of sources for the preparation of records and reports; makes arithmetic or statistical calculations; creates and maintains data files in spreadsheet and database formats; generates periodic and regular reports and documents.
Assists in maintaining and updating a variety of administrative and technical manuals; distributes manual materials for review and updating; prepares revisions for final review; compiles, copies and distributes updated manuals and manual sections.
Answers telephones and receives and responds to requests for information and complaints; refers matters to appropriate staff and/or takes or recommends action to resolve the request or complaint; handles issues that may require sensitivity, discretion and judgment.
Organizes, stocks, maintains and orders office supplies.
Receives, verifies, obtains approval and processes invoices for payment; prepares invoices to other agencies and vendors; prepares and processes expense and claim forms.
Coordinates, arranges and confirms meeting, conference and travel arrangements.
Conducts special studies and recommends procedural or other changes.
Operates district vehicles in order to support day-to-day departmental operations and assist with the logistical needs of the human resources department.
Assists in the administration of petty cash transactions and distributes office mail.
Works as a member of a self-directed work team; participates in setting priorities and allocating work requirements; researches and evaluates department equipment and budget needs.
Ability to:
Operate a computer and use standard word processing, presentation, spreadsheet, graphics and database software.
Type accurately at a minimum speed of 45 wpm.
Operate copier and scanning equipment.
Organize work and carry out assignments reliably, independently and with appropriate attention to detail, while managing multiple and changing priorities.
Interpret, apply, explain, and reach sound decisions in accordance with laws, regulations, rules, policies and procedures.
Organize, research, and maintain standard and specialized electronic and physical office files.
Prepare clear, accurate and concise correspondence, documents, records and reports.
Maintain highly sensitive and confidential information.
Maintain effective working relationships with those encountered in the course of work.
Work collaboratively as a member of a work team.
Understand and carry out detailed written and oral instructions.
Communicate clearly and effectively orally and in writing.
- Thrives on organization and has exceptional attention to detail.
- Communicates clearly and professionally, both in writing and verbally.
- Maintains confidentiality and exercises discretion in handling sensitive information.
- Is comfortable juggling multiple tasks and prioritizing effectively.
- Has proficiency with Microsoft Office Suite and can quickly learn new software.
Salary : $31 - $39
