Executive Assistant to the General Manager & District Secretary

Salary : $127,899.20 - $179,067.20 Annually

Location : Fountain Valley, CA

Job Type : Full-time

Remote Employment : Flexible / Hybrid

Job Number : 2025-01

Department : Administration

Opening Date : 01 / 31 / 2025

Closing Date : 2 / 21 / 2025 12 : 00 PM Pacific

Position Summary

Under general direction provides highly responsible, sensitive, confidential, complex, and difficult professional administrative support services for Board of Directors and General Manager; prepares Board agendas and summaries and transcribes Board meeting minutes; serves as custodian of official Board records; ensures compliance with applicable laws regarding publication of meeting notices, materials and filings; coordinates projects and priorities; works closely with and assigns work to other administrative staff, as required; and performs related duties as assigned.

Essential Functions

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.

• Provides day-to-day leadership and coordinates work with executive and support staff and the Board office; ensures a high performance, customer service-oriented work environment which supports achieving the District's mission, goals, and objectives.
• Coordinates, provides, and performs responsible, confidential, complex, and difficult administrative support services to the Board of Directors, General Manager and members of Executive Management; functions as District Secretary and assistant to the General Manager, Assistant General Manager, and other staff members.
• Prepares Board of Directors meeting agendas, supporting documents, and related documents; publishes official notices as required; attends Board of Directors meetings and committee meetings; records actions taken at meetings; prepares and distributes minutes and summaries of meetings.
• Processes documents approved at Board meetings including agreements and contracts according to District policies and procedures; ensures all legal requirements are met.
• Files paperwork with the Secretary of State; serves as Filing Officer; process and monitor documents including conflict of interest filings in accordance with established procedures.
• Maintains the calendar for the Board of Directors and committees; schedules, coordinates, and facilitates meetings, committee assignments, committee and Board schedules, and General Manager evaluation meetings.
• Receives and screens visitors and phone calls; provides information and handles issues within area of assignment; receives and responds to request for information and complaints; resolves complaints or refers matters to appropriate District staff.
• Assists the public and other District staff in interpreting and applying District policies, procedures, codes and ordinances; researches information related to District regulations and departmental policies; explains, justifies, and defends programs, policies, and activities.
• Serves as liaison between the District and legal counsel and outside agencies on legal matters; coordinates with legal counsel on contracts, review of policy developments, and in the presentation and resolution of matters requiring legal attention; informs the General Manager of litigation and / or potential liability.
• Recommends and assists in the development of District policies, Board bylaws, resolutions, and ordinances; updates the District's Contract manual as necessary.
• Administers and files oaths, affirmations, and acknowledgements; receives petitions; accepts service of subpoenas on behalf of the District; publishes and post notices.
• Composes, types, and / or drafts sensitive and confidential memoranda, correspondence, and other documents and reports; proofreads and edits effectively to assure accuracy.
• Maintains District website & official records for public, private and government use; initiates, organizes, maintains, and controls access to District Records Management System; ensures that all records and retention information is included in the records retention schedule.
• Manages all aspects of the District's Elected Officials' Forum; maintains custody of District seal.
• Oversees and coordinates with the OC Registrar of Voters for election materials subject to election requirements and information; submits annual and semi-annual filings in accordance with the Fair Political Practices Commission.
• Coordinates the District's Biennial Conflict of Interest Code review; prepares and presents changes as necessary; coordinates the annual Form 700 Conflict of Interest Statement filings.
• Ensures District compliance with the Ralph M. Brown Act and implements legislative changes; prepares, posts, and implements other legislative requirements as needed.
• Coordinates Board and executive staff Ethics, Harassment Prevention, and Governance Training.
• Conducts and implements Board vacancies including preparing notice, publishing, and coordinating with OC Registrar of Voters.
• Conducts monthly mailings to member agencies and provides oversight to the Administrative support team to ensure District mailing lists remain current.
• Performs special assignments and other related duties as assigned.

Qualifications

Knowledge of :

Advanced functions, procedures, and organization of an executive office; office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases; a demonstrated mastery of complex computer skills, requiring knowledge and use of advanced features of various programs and systems; advanced principles and practices of program development and administration; work organization and office management principles and practices; principles and practices of fiscal, statistical, and administrative research and report preparation; principles of business letter writing; methods and techniques of proper phone etiquette; principles and procedures of record keeping; principles and practices used in establishing and maintaining files and information retrieval systems; practices used in minute taking and preparation; English usage, spelling, grammar, and punctuation; pertinent federal, state, and local laws, codes and regulations; legislative acts, specifically the Ralph M. Brown Act; various laws and legal requirements.

Ability to :

Perform responsible and difficult administrative support duties involving the use of independent judgment and personal initiative and resourcefulness; supervise and coordinate the work assignment of others, including training; prepare complete and concise agenda packages for the Committee and Board meetings; understand the organization and operation of the District and of outside agencies as necessary to assume assigned responsibilities; understand, interpret, and apply administrative and departmental policies and procedures as well as pertinent laws, regulations, and ordinances; analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals; research, compile, analyze, and interpret data; independently prepare a variety of clear and concise administrative reports, correspondence and memoranda; implement and maintain filing systems; take and transcribe dictation and type at a speed necessary for successful job performance; operate office equipment including computers and supporting word processing, spreadsheet, and database applications; work independently in the absence of supervision with frequent interruptions; plan and organize work to meet changing priorities and deadlines; effectively represent the District to outside individuals and agencies to accomplish the goals and objectives of the department; respond tactfully, clearly, concisely, and appropriately to inquiries from the public, press, or other agencies on sensitive issues in area of responsibility; exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports; communicate clearly and concisely, both orally and in writing; establish and maintain cooperative working relationships with those contacted in the course of work including co-workers, outside agencies, and the public.

Education and Experience :

Graduation from high school or G.E.D. equivalent is desirable and six years of increasingly responsible administrative and supervisory experience in a public agency environment supporting a Board of Directors, City Council, or other governing body. Legal Secretarial experience is highly desirable. The qualification guidelines generally describe the knowledge and ability required to enter the job to successfully perform the assigned duties. Any combination of education, experience and training that would provide the required knowledge, skills and abilities will be considered.

Supplemental Information

Other Requirements :

All District employees are Disaster Service Workers by CA state law and are expected to participate in emergency response initiatives. This could include contributing to the emergency planning process, participating in disaster exercises and training, as well as potentially responding to support actual emergency events.

Working Conditions and Physical Activities :

Environment : Standard office setting. May be required to work extended hours including evenings and weekends; may be required to travel to attend meetings via car, bus, train, or air transportation.

Physical : Primary functions require sufficient physical ability to work in an office setting; stand or sit for prolonged periods of time; operate standard office equipment including use of a computer and keyboard, telephone, FAX machine, printers, calculators, copiers; push, pull, lift, and / or carry approximately 25 pounds; and communicate to exchange information.

Vision : See in the normal visual range with or without correction.

Hearing : Hear in the normal audio range with or without correction.

The specific statements shown in each section of this description are not intended to be all-inclusive. They represent typical elements and criteria necessary to successfully perform the job.

Employee Benefits

The Municipal Water District of Orange County offers the following comprehensive benefits package to all full-time employees. Please refer to the District's Personnel Manual for complete details on eligibility and enrollment dates for health benefits, insurance, policy requirements and restrictions.

Medical Insurance

Several competitive medical insurance plans are currently offered, as listed, and employees are required to contribute a portion toward their monthly medical insurance premiums. The District currently pays 100% of the lowest cost plan for employee only. The employee may elect to "buy up" to another plan and pay the difference.

Anthem Blue Cross PPO

Anthem Blue Cross HMO

Kaiser

Consumer Driven Health Plan (PPO)

Consumer Driven Health Plan (Kaiser)

Dental Insurance

The District currently offers the Delta Dental (PPO) plan. Enrolled employees are required to contribute a portion toward their monthly dental insurance premiums.

Vision Insurance

The District currently offers Vision Service Plan (VSP) for eye exams, frames, lenses and / or contact lenses. Benefits are paid according to a scheduled allowances through VSP. The District currently pays 100% of the monthly insurance premium for employees and dependents.

Medical, dental and vision benefits go into effect on the 1st day of the month following 30 days of continuous employment with the District.

Life Insurance

The District currently provides a Life / ADD (accidental death and dismemberment) benefit of two times annual salary to a maximum of $300,000 (see policy for exceptions, terms and exclusions) and the premium is currently paid by the District. Enrollment eligibility is 1st of the month following 30 days of continuous employment with the District. Supplemental coverage is available at employee's expense.

Disability Insurance

Short-term Disability - State Disability Insurance (SDI) is deducted (withheld) from employees' wages. SDI provides temporary payments to workers who are unable to perform their usual work because of pregnancy or a non-occupational illness or injury (work-related illness or injuries are covered by workers' compensation insurance).

SDI also includes (PFL), which provides benefits to eligible workers when they take time off work to care for a seriously ill family member or to bond with a new child. A qualifying family member isa child, parent, parent-in-law, grandparent, grandchild, sibling, spouse, or registered domestic partner.

Long-term Disability Insurance. This insurance serves as partial income replacement should an employee become seriously injured or disabled and unable to work due to a non-work related injury or illness. The insurance becomes available after a waiting period of 90 days and provides 66.67% of an employee's salary up to a maximum monthly benefit of $10,000. (See policy for exceptions, terms and exclusions). The District currently pays for this benefit.

Vacation Time

Vacation accrual varies upon years of services, as follows :

Years of Service Hours Annually (approx)

Beginning with 1st year 80.00

Beginning with 4th year 120.00

Beginning with 11th year 136.00

Beginning with 15th year 160.00

Beginning with 20th year 168.00

Holidays

The District offers 12 annual paid holidays, including one floating holiday, designated by the employee.

Sick Time

Regular eligible full-time employees are eligible for sick time following completion of 30 days of continuous employment. Sick time accrues at 12 days per year with a maximum accrual of 488 hours.

Jury or Witness Duty Leave

Regular eligible full-time employees required to serve as jurors are granted jury duty leave with pay, less any fees paid to them by the court, except mileage up to a maximum period of thirty (30) working days. Employees serving on a jury exceeding the thirty (30) day period shall do so without pay. This benefit is effective immediately upon employment.

Bereavement Leave

Up to 5 days is available when death of an immediate family member occurs. This benefit is effective upon hire.

Serious Family Illness Leave

Up to 4 days are available, per fiscal year, to attend the operation of an immediate family member, the serious illness, or injury of an immediate family member, where death of an immediate family member appears imminent, or birth of an employee's child. This benefit is available following completion of 30 days of service.

Pension Plan

The District participates in the California Public Employees Retirement System (CalPERS). Per the Public Employees' Pension Reform act of 2012 (PEPRA), "classic members" currently employed in a reciprocal public agency are enrolled in a 2% at 55 CalPERS pension plan with a 7% required employee contribution. "New members", either new to the public sector, or whose date of separation was more than 6 months before the start date with the District, are enrolled in a 2% at 62 CalPERS pension plan with a required employee contribution which is subject to change in accordance with PERS guidelines. Qualifying employees are eligible immediately upon hire by the District.

Deferred Compensation / 457 Plan

The Deferred Compensation Program is a voluntary, non-qualified deferred compensation plan and is available to any eligible employee who elects, pursuant to the Plan, to defer a portion of their compensation based on the maximum allowable annual contribution and meets participation requirements. Participation is available upon hire.

Flexible Benefits Spending Plan

A Flexible Benefits Spending Plan provides employees a means of paying unreimbursed medical, dental, and dependent care costs with pre-tax dollars, and allows for employee contributions for District group health insurance premiums to be deducted on a pre-tax basis.

Health Saving Account (HSA)

The District offers two high-deductible health insurance plans. Eligible employees who participate in one of these plans receive an annual contribution from the District to a health savings plan. Contribution amounts are determined annually by the Board of Directors.

Medicare Contribution

Employees hired after April 1, 1986, are required to contribute to the Medicare portion of the Social Security program and those employees shall contribute 1.45% of their salary; with the District matching the fund by contributing 1.45% of the employee's salary.

Social Security

The District and the Employee may participate in Social Security, if the employee does not meet the eligibility requirements for enrollment in the District's 401a plan or CalPERS.

Career Development / Tuition Reimbursement

The District offers a tuition reimbursement program designed to provide financial assistance to all full-time employees who wish to continue their formal education and assist employees in obtaining skills and / or knowledge to become better qualified for their current work classification or for advancement at the District.

Computer Purchase Program

Loans from (up to $2,000) are available for full-time employees to purchase or upgrade a personal computer. Loans are interest-free and repaid over a one-year period through payroll deductions. This benefit becomes available following one year of service.

Cell phone Reimbursement

Employees may apply for cell phone reimbursement, in accordance with existing policy.

Catastrophic Leave Program

Allows employees who have accrued vacation or sick leave credits, to have the option to voluntarily donate hours to another full time employee who has exhausted his / her sick, vacation, and compensatory time leaves due to a non-work related catastrophic illness or injury.

Miscellaneous

An Employee Assistance Program (EAP) is available and offers a confidential, consultative resource for personal or work-related concerns for yourself or your family. This benefit is available to full-time employees.

The District also offers workplace flexibility, voluntary supplemental insurance plans and a wellness program.

Please reach out to Human Resources for additional information and / or full program details.

Salary : $127,899 - $179,067