Management Assistant

Job Posting

The Contra Costa Water District (CCWD) is committed to providing a reliable supply of high-quality water at the lowest cost possible, in an environmentally responsible manner. We are looking for someone who is solutions-focused and a problem-solver, an independent thinker and detail-oriented person, a motivated self-starter with effective interpersonal and leadership skills, and possesses strong comprehension and writing skills.

What you will typically be responsible for :

• Building and maintaining positive working relationships with employees and vendors.

A few reasons you might enjoy this job :

The following will also benefit candidates with a few of the unique challenges related to this job :

Join us in our mission to provide reliable, high-quality water services while maintaining environmental responsibility. Apply today and embark on an exciting career journey with Contra Costa Water District!

The position requires a variety of administrative and office support duties of considerable complexity. This includes composing, formatting, tracking, and printing a variety of documents, reports, correspondence, memoranda, requests for proposals, agreements, contracts, specifications, manuals, statistical charts, spreadsheets, and other documents and materials; editing, revising, and proofreading materials for accuracy, completeness, compliance with District policies, format, grammar, punctuation, and spelling.

The position also requires serving as the point of contact for assigned department; receiving, processing, and responding to public records requests, complaints, and other requests for information; researching and organizing information; coordinating resolution to problems and issues. Additionally, it involves explaining, interpreting, and applying federal, state, and local laws, rules, and regulations, and District policies and procedures relevant to assigned area of responsibility.

The position requires preparing and processing reports, forms, records, applications, and supporting documentation related to assigned area of responsibility. It also includes verifying and reviewing reports, forms, records, and applications for completeness and conformance with established regulations and procedures. Furthermore, it involves maintaining calendars and making meeting arrangements; scheduling meetings between District staff and other groups or organizations; arranging for necessary set-up of equipment and materials at meetings.

The position also requires preparing and coordinating travel and training requests; confirming travel arrangements for conferences and business trips; tracking training attendance and completion; compiling expense reports and preparing staff report. It includes serving as recording secretary and providing staff support for assigned committees including preparing, posting, and distributing public hearing notices, agendas, and informational packets, preparing staff reports, coordinating meeting logistics and room set-up, attending meetings, taking and transcribing minutes, and processing action items.

Performing various budget and accounting support work for assigned department, such as monitoring budgets, purchase orders, and account balances; generating purchase orders; processing, assigning account codes, and auditing reimbursements, payment vouchers, check requests, and invoices in accordance with District policies and procedures; assisting department management and staff in preparation of annual budget documents. It also includes serving as administrator for assigned department information systems and databases, including setting up and generating reports, setting up files, folders, and views, updating and maintaining access rights to users and user groups, and participating in business and system process design and updates.

Organizing and maintaining accurate and detailed databases, electronic and physical files, and records; verifying accuracy of information, researching discrepancies, and recording information; ensuring compliance with established records retention schedules including archiving, scanning, and destructing files. Researching, summarizing, and interpreting data from various sources and preparing a variety of reports according to established procedures and practices. Performing a variety of office support duties such as ordering and maintaining office and other related supplies and screening calls, visitors, and incoming mail and email correspondence. Observing and complying with all District and mandated safety rules, regulations, and protocols. Performing related duties as assigned.

Minimum qualifications include any combination of training and experience that would provide the required knowledge, skills, and abilities. A typical way to obtain the required qualifications would be equivalent to the completion of the twelfth grade supplemented by coursework in business, economics, statistics, or a related field. Four years of highly responsible administrative or complex secretarial experience providing support to a high-level administrator. Possession of a valid California driver's license to be maintained throughout employment.

Knowledge and abilities include modern office practices, equipment, and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed. Operations, services, programs, policies, procedures, and processes of the department to which the position is assigned. Organization and function of public agencies, including the role of an elected governing board and appointed boards and commissions. Business correspondence writing and the standard format for reports, correspondence, agendas, and related documents. Methods of preparing and processing various records, reports, forms, and other documents specific to assigned department. Applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility. Business arithmetic and basic statistical techniques. Principles and practices of data collection and record-keeping. Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and District staff. The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.

Perform varied and responsible administrative and secretarial support work, requiring the use of independent judgment and discretion, with accuracy and speed. Understand the organization and operation of the District and of outside agencies as necessary to assume assigned responsibilities. Compose clear and concise reports, correspondence, policies, procedures, and other written materials independently or from brief instructions. Prepare and process various records, reports, forms, and other documents specific to assigned department. Make accurate mathematical and statistical computations. Establish and maintain a variety of filing, record-keeping, and tracking systems. Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed. Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments. Effectively use computer systems, software applications, databases, and modern business equipment to perform a variety of work tasks. Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax. Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines. Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work. Demonstrate understanding of, sensitivity to, and respect for the diverse socio-economic, racial, ethnic, religious, and cultural backgrounds, diverse abilities, gender, gender identity and expression, and sexual orientation of District staff and communities served.

Physical demands include mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. Standing and walking between work areas are required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds. Environmental elements include working in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may work in the field and may be exposed to loud noise levels, cold and hot temperatures, inclement weather conditions, vibration, chemicals, mechanical and / or electrical hazards, hazardous physical substances and fumes, dust, and air contaminants.

Contra Costa Water District is committed to equal employment opportunity for all employees and applicants. We prohibit discrimination based upon race, color, religion, marital status, age, national origin, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, veteran status, or any other actual or perceived status protected under federal, state, or local law. Employment decisions are based on individual qualifications and performance. One of the many CCWD goals is to pursue organizational excellence through diversity, equity, inclusivity, leadership, and professionalism. We recognize the strengths of staff creativity, innovation, problem-solving, and improved decision-making resulting from diverse perspectives, and we strive to be a culturally diverse organization that values, recognizes, and supports inclusion. All CCWD employees are designated Disaster Service Workers through state and local law. As such, CCWD employees may be called upon to support the activities of CCWD during an emergency situation. Applicants requesting reasonable accommodation during any phase of the recruitment process should contact Human Resources at 925-688-8002.