Administrative Assistant

Salary: $6,389.07 - $8,172.67 Monthly

Job Type: Full-Time

Job Number: 01461-E

Location: CA, CA

Department: Watersheds Operations and Maintenance

Closing: 5/2/2022 11:59 PM Pacific

Description

Watersheds Operations and Maintenance Division Deputy's Office (Position Code 0676)
COVID-19 vaccination requirement:
*To protect our most valuable assets, our employees, as well as the communities we serve, Valley Water requires all newly hired Valley Water personnel to be fully vaccinated (for COVID -19) or to be formally excused from the requirement through the **reasonable accommodation process (for details, see bottom of job posting)
Valley Water Telework Program: Eligibility for telework will depend on the type of work performed, operational needs, and the ability for the employee to perform the essential functions of their job duties while teleworking. Employment with Valley Water requires employees to live within 150 miles of their primary physical work location located in (San Jose, Sacramento) California by their start date.

This position is eligible for a hybrid telework schedule, typically working 40% remote and 60% onsite.

Overview:
The purpose of this position is to provide administrative support to the Deputy of the Watersheds Operations and Maintenance Division. The Administrative Assistant will perform a variety of administrative duties in support of the Deputy and Units including planning, organizing, and overseeing the operations and functions of the assigned office and relieving management staff of administrative detail and day-to-day duties.

Key Responsibilities include, but are not limited to:

• Maintains a calendar of activities, meetings, and various events for the Deputy and Unit.
• Prepares and routes internal/external forms through DocuSign and Seamless.
• Coordinates meetings and arranges video conferences.
• Coordinates space planning for the Watersheds Operations and Maintenance division.
• Solicits input of time-sensitive materials from managers, prepares and proofreads reports for the Board and the Safe Clean Water Program, prepares and submits CEO Bulletins, and memoranda, and reviews materials for completeness, accuracy, and format.
• Assists in pulling data from software programs to compile accomplishment data and graphs for bi-weekly, quarterly and annual reports.
• Assists in budget preparation, monitoring and reporting.
• Assists in preparation of purchasing requests.
• Assists in preparing Board Agenda Items.
• Attends a variety of meetings; prepares and distributes agendas and informational packets for assigned meetings; records and distributes minutes or notes of meetings; and tracks action items to ensure completion.
• Screens and directs visitors and telephone calls as appropriate; responds to and resolves internal and external inquiries, complaints and/or requests for information on a variety of topics.
• Assists in divisional and program operations and plans, coordinates and oversees special projects as assigned.
• Orders office supplies for the Watersheds Operations and Maintenance division.

Ideal Candidate's Background Includes:
Applicants whose experience and background best match the ideal experience, knowledge, skills, abilities, and education are considered ideal candidates for the position. To determine the top candidates, each applicant will be assessed based on the ideal candidate criteria as listed below.

Ideal Experience:
3 years of experience providing administrative support to management including:

• Managing calendars, including Outlook calendars and project related calendars, while supporting preparation of meeting agendas
• Using advanced features of Microsoft Word, Excel, PowerPoint or equivalent
• Maximo and Oracle database experience preferred
• Producing quality written work product, including preparing meeting minutes, documenting action items, or drafting correspondence
• Reviewing lengthy correspondence, reports, and other documents for completeness, accuracy, format, and compliance with policies and procedures
• Preparing, organizing, tracking, and routing high priority documents and files; maintaining workflow tracking logs
• Handling confidential and sensitive matters with discretion and professionalism
• Scheduling video conferences/webinars, seminars, and meetings
• Responding to requests for information on work status procedures and systems
• Coordinating office supplies

Ideal Skills and Abilities:

• Ability to multitask, organize, prioritize work to meet established deadlines, and manage time wisely
• Independent thinker who can take initiative and work efficiently, sometimes with limited direction
• Ability to develop strong working/professional relationships with different managers, other staff throughout Valley Water, and external partners
• Ability to problem solve and be resourceful in finding solutions using good judgement and past experiences
• Ability to communicate clearly and concisely, both verbally and in writing
• Great listening skills
• Ability to maintain and update accurate records and files
• Approachability/ friendly demeanor
• Ability to handle confidential and sensitive matters with discretion and professionalism
• Ability to respond to requests and inquiries from business partners

Ideal Knowledge:

• Office procedures, methods and equipment including computers and related software
• Principles and practices used in note taking and preparation; of record keeping; and of business letter writing and basic report preparation
• English usage, spelling, grammar, and punctuation

Ideal Training and Education:
Equivalent to the completion of the twelfth grade supplemented by training in administrative support work, desktop software or a related field.

Required License or Certificate

Possession of, or ability to obtain, an appropriate, valid California driver's license. Individuals who do not meet the driver's license requirement due to a disability will be considered for a reasonable accommodation on a case-by-case basis.

To review the Classification Specification, please click here (Download PDF reader)

Selection Process

(1) The selection process may include one or more of the following: application review, application assessment, performance exercise, written exercise and/or interview.
(2) The Employment Application, Qualifying Information Questions and/or Supplemental Questions will be evaluated based on the ideal candidate criteria listed above. Resumes are highly recommended.

NOTE: Position and start date is subject to availability of funds. Valley Water retains the right to repost this position as deemed necessary.
Consideration may be given to existing applicant pools within the same classification.
COVID-19 vaccination requirement:

• Fully vaccinated means (1) it has been at least two weeks since a person has completed the entire recommended series of a COVID-19 vaccine, and (2) the person has provided proof of vaccination in a form consistent with the requirements for verification of vaccine status in the State of California's July 26, 2021 Public Health Officer Order.

**Limited Exemptions to Vaccination Requirement
An individual who has been provided a job offer may request a reasonable accommodation to the vaccination requirement if they:
1. Have a contraindication recognized by the U.S. Centers for Disease Control and Prevention (CDC) or by the vaccine's manufacturer to every approved COVID-19 vaccine. A contraindication means a condition that makes vaccination inadvisable;
2. Have a disability and are requesting an exception as a reasonable accommodation based upon this disability; or,
3. Object to COVID-19 vaccination based on their sincerely held religious belief, practice, or observance.
Valley Water's Equal Opportunity Non-Discrimination Policy is available for review upon request.

Valley Water will make reasonable efforts in the examination process to accommodate persons with disabilities. Please advise Human Resources in advance of any special needs by calling 408-630-2260.

Please be aware that once submitted all application materials become the property of Valley Water and will not be returned. Human Resources staff are not authorized to make copies of application materials for applicants.

To apply, please visit https://www.governmentjobs.com/careers/scvwd/jobs/3522889/administrative-assistant

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