What are the responsibilities and job description for the Administrative Assistant – 18 Month Limited Term Position position at Padre Dam Municipal Water District?
This specific recruitment is for an 18 Month Limited Term Employee who will provide a variety of administrative support activities for several departments. The successful candidate will be skilled at scanning, organizing, reviewing documents and utilizing document management systems. 85% of the time spent will be assisting departments with moving paper files to electronic files. The remaining 15% of time will be spent performing a variety of administrative work such as maintaining departmental documents and records; performing data entry, scanning and indexing records; using MS Office Suite daily for scheduling and preparing letters, agendas, minutes, contracts and other documents consistent with the District’s Branding Guidelines; taking and transcribing minutes; scheduling appointments; making reservations and travel arrangements for meetings, seminars, conventions, etc.; preparing agenda packets, reports, and supporting documents; planning, organizing, coordinating, and scheduling meetings and special events; and, preparing and processing documents such as requisitions/purchase orders, invoices, and time sheets.
Essential Duties
1. Knowledge of legal requirements applicable to the maintenance and retention of records. Provides records management leadership for department records, maintains departmental files and secures confidential information. Scans, indexes and performs quality assurance to ensure accurate records; follows District’s records retention policy.
2. Prepares and proofreads a variety of correspondence and documents such as letters, agenda items, request for proposals, minutes, resolutions, ordinances, reports, presentations, forms for PowerPoint and other documents ranging from routine to complex; proofreads and checks for accuracy and compliance with District policies, procedures and branding guidelines; takes and transcribes minutes.
3. Prepares and processes documents such as requisitions/purchase orders, payments, petty cash, deposits, invoices, expense reports, tuition reimbursements, and time sheets, adhering to Padre Dam’s policies and procedures.
4. Creates work orders for billing and tracking purposes. Prepares work order reports, invoices and related collections if necessary for damages to District property or for water and sewer service installations.
5. Conducts research for various projects; performs data entry into a variety of computer applications in order to maintain records and to prepare reports for internal and external customers including regulatory agencies. Meets all deadlines of report prepared for submittal to regulatory agencies.
6. Schedules appointments and coordinates meetings for department heads; makes reservations for conferences and seminars and makes travel arrangements for District employees as needed; assists staff in obtaining certifications through local and state agencies.
7. Inventories and orders office and other supplies and equipment as needed for any and all departments in compliance with District policies and procedures.
8. Performs routine duties independently, setting priorities and scheduling own work. Exercises independent judgment and discretion in performing tasks. Assists other administrative staff on projects and tasks as needed.
9. Establishes and maintains positive working relationships with co-workers, vendors, contractors, and the public using principles of good customer service.
10. Assist with the preparation of agenda packets and supporting documents, agenda distribution, hybrid meeting logistics for Padre Dam and the East County Advanced Water Purification Joint Powers Authority. Coordinates related presentations with staff and combine/proof final master presentation. Attends Board or Committee meetings as required. Takes and transcribes minutes.
Knowledge, Skills, Training, Experience & Licensing
Knowledge of:
1. Office practices; principles and practices of public administration, including budgeting, purchasing and maintenance of records.
2. Strong computer skills and aptitude to master the District’s Electronic Content Management Software.
3. Working knowledge of MS Office 365 Suite and Adobe Acrobat Professional.
4. Business communication skills and correct use of the English language including spelling, grammar and punctuation.
5. Customer service skills in dealing with members of the public and co-workers.
6. Demonstrate strong attention to detail and follow up.
7. Demonstrate excellent organizational and prioritization skills.
8. Legal requirements applicable to maintenance and retention of records.
Skills/Abilities:
1. Communicate clearly and effectively, both verbally and in writing.
2. Maintaining file systems.
3. Making travel arrangements.
4. Inventorying and ordering supplies.
5. Using office equipment such as copiers and scanners.
6. Using computers and related software applications, including competent use of Microsoft Office 365 Suite and Adobe Acrobat Professional.
7. Demonstrating communication and interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc., sufficient to exchange or convey information and to receive work direction.
8. Performing highly detailed work on multiple, concurrent tasks.
9. Working under intensive and constantly changing deadlines and interact with those encountered in the course of work.
10. Maintain confidential and sensitive information with discretion.
Training/Experience Required:
1. Depending on area of assignment, High School Diploma or General Equivalency Diploma (G.E.D. or Associate’s Degree in business, accounting, finance, public administration, human resources, communications or other related field;
2. Six months to one year of general administrative experience
Supplemental Information
This is an 18 month Limited Term Position. The work is full-time (Monday-Friday 8am – 5pm) and will be for the period of 18 months.
We will be conducting interviews in March of 2025.
