Part-time Administrative Assistant

Part-time Administrative Assistant:  $25.00 – $36.00, DOQ

Applications received after Friday, April 19, 2024, will only
be considered if the position is not filled.

HELIX WATER DISTRICT, El Cajon, CA, is looking to add a part-time Administrative Assistant to its team. The successful candidate would be detail-oriented with strong administrative and customer service skills and ideally able to work:

Monday through Thursday (9:30 a.m. to 1:30 p.m.) and every other Friday (8 a.m. to 2:30 p.m.) with an average of less than 20 hours per week. 

The part-time Administrative Assistant will perform a variety of routine to complex administrative, secretarial, support and customer service functions.  This position will provide information by telephone, e-mail or in person; assist customers with problems and conditions; often in emergency circumstances or with customers who are upset or distressed; and performs related duties as assigned.

This position does not receive benefits.

Overview of Responsibilities:
Organizes and maintains both physical and electronic records, files and research materials.

Attends to a variety of office administrative details to ensure smooth operations of the assigned department in serving its customers.

Provides administrative assistance, customer service and clerical support for all work sections of the operations center.

Types and/or drafts a wide variety of board, administrative, financial, purchasing, contract and technical documents and reports from drafts, notes, dictation or brief oral instructions using word processing software; proofreads and ensures for accuracy, completeness and compliance with district standards, policies and procedures.

Researches and assembles information from a variety of sources for the preparation of records and reports; makes arithmetic or statistical calculations; creates and maintains data files in spreadsheet and database formats; generates periodic and regular reports and documents.

Assists in the coordination and setting up of conference room for meetings at the operations center.

Organizes, stocks, maintains and orders office and kitchen supplies.

Receives, verifies, obtains approval and processes invoices for payment; prepares invoices to other agencies and vendors; prepares and processes expense and claim forms.

Operates district vehicles to shuttle staff in order to drop off and pick up district fleet items from maintenance facilities.

Answers customer questions by telephone, e-mail and in person; responds to and resolves customer requests for information and complaints; refers matters to appropriate staff and/or takes or recommends action to resolve the request or complaint; handles issues that may require sensitivity, discretion and judgment.

Provides technical assistance to customers over the phone with routine water service and meter related questions and concerns.

Utilizes billing and mapping software to assist customers in the resolution of issues and concerns over the telephone.

Determines if items need to be dispatched to field crews and creates service orders and dispatches field crews utilizing telephone, software and/or two-way radios to respond to customers when needed.

Documents customer resolutions and account information in the billing software system.

Assists in the administration of petty cash transactions and distributes office mail.

Operates overhead paging system and provides facility gate access for product deliveries.

Qualifications:
Qualified candidates will have a minimum of three years of progressively responsible office administrative or secretarial experience.

Candidates will have a minimum of 45 net wpm typing (keyboarding) speed.

Training and experience substantially equivalent to graduation from high school or GED equivalent.

A valid Class C California driver’s license and ability to maintain insurability under the district’s vehicle insurance policy.

Knowledge of:
Office administrative practices and procedures. Recordkeeping and filing practices and procedures.

Principles and practices of sound business communication; correct English usage, including spelling, grammar, and punctuation.

Basic budgeting, accounting, and purchasing terminology, practices and procedures.

Customer service practices and customer-oriented telephone etiquette.

The operations, uses and requirements of the district’s customer billing systems.

Basic terminology used in engineering maps and in legal property descriptions.

Ability to:
Operate a computer and use standard word processing, presentation, spreadsheet, graphics and database software.

Type accurately at a minimum speed of 45 wpm.

Operate a computer, sophisticated telephone equipment and other standard office equipment.

Operate copier and scanning equipment.

Organize work and carry out assignments reliably, independently and with appropriate attention to detail.

Interpret, apply, explain, and reach sound decisions in accordance with laws, regulations, rules, policies and procedures.

Organize, research, and maintain standard and specialized electronic and physical office files.

Prepare clear, accurate and concise correspondence, documents, records and reports.

Maintain highly sensitive and confidential information.

Maintain effective working relationships with those encountered in the course of work.

Work collaboratively as a member of a work team.

Quickly, efficiently and calmly handle customer relations situations and defuse situations that are highly emotional and volatile.

Understand, interpret, explain and apply complex district rules regarding water service rates and policies.

Understand and carry out detailed written and oral instructions.  Communicate clearly and effectively orally and in writing.

Application Process:
To be considered for the part-time Administrative Assistant, please complete the online application and supplemental questionnaire by visiting our careers page section at hwd.com/careers/. Resumes are not accepted in lieu of the online application.

Part-time Administrative Assistant:  $25.00 – $36.00, DOQ

Applications received after Friday, April 19, 2024, will only
be considered if the position is not filled.