HELIX WATER DISTRICT, La Mesa, CA, is looking to add a part-time Administrative Assistant to its team. The successful candidate would be detail-oriented with strong customer service skills and ideally able to work on Mondays, Wednesdays and Fridays with an average of less than 20 hours per week. Under general direction, performs varied, difficult, sensitive and confidential office administrative, secretarial and support functions.
Overview of Responsibilities
Organizes and maintains 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.
Participates in setting priorities and allocating work requirements; researches and evaluates department equipment and budget needs.
May provide administrative assistance and clerical support for all departments of the administration office.
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.
Coordinates, arranges and confirms meeting, conference and travel arrangements.
Answers telephones and receives and responds to 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.
Receives, verifies, obtains approval and processes invoices for payment; prepares invoices to other agencies and vendors; prepares and processes expense and claim forms.
Qualified candidates will have a minimum of five years of progressively responsible office administrative or secretarial experience, public agency experience preferred.
Candidates will have a minimum of 45 net wpm typing (keyboarding) speed with a valid keyboarding/typing certificate. Online certificates will not be accepted. 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.
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.
Operate a computer and use standard word processing, presentation, spreadsheet, graphics and database software.
Type accurately at a minimum speed of 45 wpm.
Operate fax, copier and scanning equipment.
Organize own work and carry out assignments reliably, independently and with appropriate attention to detail, while managing multiple and changing priorities.
Interpret, apply, explain and reach sound decisions in accordance with laws, regulations, rules, policies and procedures.
Organize, research and maintain standard and specialized office files.
Prepare clear, accurate and concise correspondence, documents, records and reports.
Maintain highly sensitive and confidential information.
Use a high degree of tact, discretion and diplomacy in dealing with sensitive situations and concerned or upset individuals.
Maintain effective working relationships with those encountered in the course of work.
Work collaboratively as a member of a self-directed work team.
To be considered for the Part-time Administrative Assistant, please complete the online application and supplemental questionnaire and view a complete list of job responsibilities by visiting our career section at hwd.com/careers/. Resumes are not accepted in lieu of the online application.
To apply for this job please visit www.governmentjobs.com.