Department Assistant

Ideal Candidate
The ideal candidate will have experience as an Administrative Assistant or Secretary who possesses excellent writing and communication skills and is proficient with Microsoft Office Programs; exceptional organizational skills are required to coordinate a variety of tasks and responsibilities while working with various departments; must be detail-oriented and have the ability to manage workload with various departments must be detailed-oriented and have the ability to manage workload and complete assignments accurately under deadline pressures; must be a self-starter who can take initiative and work well in a team.

We welcome veterans and transitioning military. Are you a former service member with experience in a related field, such as Yeoman (YN), Logistics Specialist (LS) or similar occupation. If so, we encourage you to apply. Consider joining a team of dedicated professionals who work to protect and preserve water, one of our most valuable natural resources. The experience you’ve gained during your service can continue to impact the world with a career at Otay.

The Otay Water District offers excellent benefits, a balanced work/life environment and is a leader in the industry.

About the Position and Department
This position in the Finance department reports directly to the Chief of Finance and provide support to department heads, department managers, executive secretary and the department as a whole. This position is a member of a dedicated, service-oriented team where collaboration and leadership are promoted at all levels.

The Finance Department is responsible for Customer Service, Meter Services, Accounting, Accounts Payable and Payroll and has a staff of approximately 33 employees.

Applications will be accepted until we have received 250 applications or until February 22, 2026, at 11:59 pm, whichever is sooner. Please note: Once we receive 250 applications, no other applications can be accepted, even if you were in the middle of filling out the application. Therefore, it is recommended to finish the application in one sitting and as soon as possible. For information on the recruitment process, please go to the Employment section of our website www.otaywater.gov or click here.

Examples of Duties

• May perform any or all of the following duties:
• Assists department with varied administrative and clerical duties.
• Provides administrative support, liaison, transcription, and file maintenance. Conducts research for various projects; performs data entry into a variety of computer applications in order to maintain records and to prepare reports for internal and external customers including regulatory agencies. Meets all reporting deadlines.
• Types, updates, and/or drafts a wide variety of board, administrative, financial, purchasing, and general correspondence from drafts, notes, dictation, or brief oral instructions using computer software; proofreads and ensures for accuracy, completeness, and compliance with District standards, policies, and procedures.
• Acts as point of contact for the department, directing calls, assessing the urgency and importance of situations to take appropriate action. Coordinates with others as necessary to obtain the required information; may respond directly to inquiries addressed, resolving complaints within scope of information and authority and refer to others as appropriate.
• Maintains calendars of activities, meetings and various events, including coordinating luncheons.  Schedules appointments and makes meeting arrangements. Coordinates activities and events with other District departments, the public, and outside agencies. Makes reservations for conferences and seminars and makes travel arrangements for employees in the department as needed.
• Assists in the coordination of claims and administration of insurance, as needed by department.
• Prepares and processes documents such as purchase orders, payments, petty cash, deposits, invoices, and expense reports adhering to policies and procedures.
• Maintains departmental files by coordinating and maintaining content and record management systems; creates and organizes letters, forms, and documents; and secures confidential information.
• Provides general information and assistance regarding District policies and procedures to District staff, the public, and outside agencies.
• Provides backup to other department secretarial positions.
• Identifies and recommends opportunities for improvement.

For the complete job description, go to the Employment section of our website www.otaywater.gov or click here. 

Required Licenses and/or Certifications
A valid California Driver’s License and safe driving record. [This requirement is currently under review].

Minimum Experience, Education, and Training Requirements
Experience:

Two (2) years of secretarial/administrative experience. Experience in a public agency is desired.

Education:

• High school diploma or G.E.D.
• One (1) year of specialized courses in business writing, English, secretarial science or office administration desirable.

This is an hourly, non-exempt position.
Otay Water District is a Smoking, Tobacco and Nicotine Free Campus.
All Otay Water District employees are at-will pursuant to California Water Code, Section 71362.