Administrative Assistant

The Santa Margarita Water District's Administration Department is hiring an Administrative Assistant to provide support in the following areas:

• Administrative support will include the following: proofreading, mailing, filing, scanning, calendaring, purchase order entry, and Board Member support. Â
• Other functions: will include assisting with the District-wide employee meetings; special project support, and other administrative and logistical support as needed.
  
  

The ideal candidate will be a self-starter and will be proactive in assessing what's needed to complete a task or project; will be able to work independently and be able to adapt to changing environments. Exceptional attention to detail and strong organization skills are necessary to be successful in the position. The ideal candidate will also have experience in records management, preferably working with Laserfiche; and operating specialized databases and spreadsheets.

PLEASE NOTE: This recruitment will remain open until 11:59 P.M. on April 15, 2025; or, until 100 applications have been received. Applicants are encouraged to apply immediately.

Meet Santa Margarita Water DistrictÂ

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.Â

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.Â

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.Â

Santa Margarita Water District's values include:Â

• Exemplary service excellenceÂ
• Intelligent innovation that is forward-thinking and adaptiveÂ
• Ethical fiscal responsibility and transparencyÂ
• Environmental and resource stewardshipÂ
• Employee development and leadership trainingÂ
• Building relationships that strengthen communitiesÂ
  
  

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.

Job Summaryâ

Under general supervision, performs a wide variety of routine to moderately difficult clerical and technical administrative support functions in support of a manager, supervisor or professional in an assigned department; composes documents; creates and reviews reports; prepares, processes and monitors requisitions and invoices; provides logistical support for meetings including taking minutes.

DISTINGUISHING CHARACTERISTICSÂ

An Administrative Assistant performs a variety of routine to specialized administrative support functions requiring a broad knowledge of the terminology, procedures and practices applicable to their functional area. Assigned work requires the use of initiative and judgment in selecting appropriate work methods, understanding and applying detailed information and procedures in handling routine and non-routine data and department-specific projects.

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This position reports directly to a professional, supervisor, or manager. Administrative Assistant is distinguished from Executive Assistant in that an incumbent in the latter class works with a higher degree of independence and may administer department-specific programs.Â

Essential Function Statementsâ

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 this class.

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• Provides administrative and clerical support for department operations; maintains records, files and databases; drafts, formats, types, proofreads, edits and prints correspondence, memoranda, calendars, requests, forms, lists, reports, schedules, rosters, statistical and technical documents including reports, manuals and other documents and materials ranging from routine to complex; types from rough notes, drafts, modified standard formats and brief oral instructions; creates forms, charts, tables and spreadsheets involving routine to difficult data manipulation; reviews documents for clerical accuracy, completeness and compliance with District requirements.
• Maintains a variety of standard office and specialized records and files; creates and maintains spreadsheets and databases to track projects, activities and services; performs basic research; develops, tracks, analyzes and reports administrative processes, metrics and documents; creates and maintains electronic and physical filing systems.
• Answers questions via phone or in person from customers, vendors, contractors and other employees regarding department programs and services including clarification of regulations and ordinances, application/permit requirements and business processes and procedures.
• Inputs data and prepares and processes purchase requisitions, purchase orders and check requests; verifies the accuracy of receipts and invoices including routing for signature and compiling complex detailed documentation; processes, scans and routes invoices for payment.
• Schedules appointments and makes meeting arrangements; schedules usage of conference and meeting rooms; sets up and cleans up for special events and meetings; contacts vendors and places orders for food, supplies and audio visual equipment; oversees other meeting logistics.
• Attends and serves as recording secretary to assigned meetings; makes all meeting arrangements including invitations, preparation and posting of agendas and notices; prepares and distributes agendas and supporting documents to appropriate parties; takes and transcribes meeting minutes; prepares and distributes follow-up tracking reports.
• Assists with special projects; provides backup and assistance to other administrative support staff as needed.
• Performs related duties and responsibilities as required.Â
  
  

Qualifications

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education, Training and Experience:Â

Graduation from high school or GED equivalent, and two 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.Â

Licenses; Certificates; Special Requirements:Â

Knowledge of

• Office administration practices and procedures.
• Principles and practices of sound business communication; correct English usage, including spelling, grammar and punctuation.
• District and department organization, functions, rules, policies and procedures applicable to assigned areas of responsibility.
• Basic research methods and data analysis techniques.
• The District's general accounting system and associated systems, practices and procedures for processing accounting information and interpreting input and output data.
• Safety policies and safe work practices applicable to the work.
• Records management, recordkeeping, filing and basic purchasing practices and procedures.Â
• Uses and operations of computers, standard business software and specialized database and spreadsheet applications.Â
  
  

Ability to

• Organize, set priorities and exercise sound independent judgment within areas of responsibility.
• Work consultatively within the department and with other District staff.
• Analyze problems, evaluate alternatives and recommend or adopt effective courses of action.
• Prepare clear, concise and complete reports, correspondence, resolutions, agreements, presentations and other written materials.Â
• Learn and apply policies, practices and methods applicable to administering assigned administrative programs or functions.
• Maintain confidential information.
• Operate a computer, standard business software and a variety of computer software programs and databases related to area of assignment.
• Reach sound decisions in accordance with District policies and procedures.
• Communicate effectively, both orally and in writing.Â
• Understand and follow written and oral instructions.Â
• Establish and maintain effective working relationships with all those encountered in the course of work.
  
  

PHYSICAL AND MENTAL DEMANDSÂ

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. The employee is frequently required to lift up to 10 pounds unaided.

Specific vision abilities required for this job include close vision, color vision and the ability to adjust focus.Â

Mental DemandsÂ

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.

WORK ENVIRONMENT

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