Administrative Assistant II is a non-exempt position with an annual salary range of $51,324.72 - $71,584.60; paid bi-weekly
Senior Administrative Assistant is a non-exempt position with an annual salary range of $61,008.96 - $85,415.54; paid bi-weekly
THE POSITION
The ideal candidate will perform a variety of clerical, administrative, and secretarial duties supporting the Agency and/or the daily operations of Agency departments. Support to various departmental staff; Word processing, data entry, special project support and assistance to staff and the general public. Acts as committee/meeting clerk, prepares meeting agendas and packets, transcribes and properly records minutes for meetings; schedules and coordinates meetings and training sessions; and performs related duties as assigned.
Some examples of typical job functions are:
Performs receptionist and front desk customer service duties; greets visitors and directs them to the proper area; operates the switchboard, transfers calls, takes messages, answers questions received by telephone or in person, and provides quality professional customer service; Prepares correspondence, reports, forms, and specialized documents related to the Agency or to the functions of the organizational unit to which assigned; works from drafts, notes, dictated recordings, or brief instructions. Proofreads and checks materials for accuracy, completeness, compliance with departmental policies; Performs office opening and closing duties including unlocking and locking front main doors; performs general housekeeping duties including maintenance and cleaning of coffee pots and running/emptying the dishwasher; Processes incoming and outgoing mail and packages including opening, date stamping, processing, disseminating, scanning, and uploading into the electronic mail system; receives and routes incoming packages; prepares and sends outgoing packages; copies and distributes correspondence, documents, and reports to Agency staff; Performs data entry into the Agency records system; creates requisitions for quotes; scans documents and payments into the financial database; receives and reconciles credit card statements; requests missing receipts from staff. Schedules and coordinates meetings and training sessions for management staff; acts as meeting and/or committee secretary/clerk; prepares meeting agendas and informational packets; posts and provides agendas for the public and participants; sets up meeting rooms; takes, transcribes and properly records minutes for assigned meetings, committees, and departmental needs; Reviews and processes permits and related paperwork ensuring timely receipt and accurate information; enters information into the database; Reviews and processes department invoices, annual reports and verifications; ensures accuracy; enters into the database and uploads documents to the appropriate software system. Processes department-specific reports received from or provided to the appropriate government or regulatory agency. Provides administrative support to Senior Managers and/or an assigned unit; reviews and prioritizes business correspondence; collects, compiles, and analyzes data for projects; effectively responds to customers’ inquiries providing quality customer service. Assists department staff with assigned projects including tracing projects from start to finish. Prepares complex and/or sensitive documents from drafts, notes, dictated tapes, or brief instructions. Maintains, adjusts, and monitors assigned Senior Manager’s and/or assigned unit’s calendars; coordinates, arranges, and confirms meetings; screens request for appointments; coordinates, schedules, makes site and meal arrangements for special meetings and events; makes and confirms travel arrangements. Performs related duties and responsibilities, as assigned.
Completed Agency application and resume are required. Applications will be accepted until Wednesday, April 5, 2023, at 5:00 p.m. Additional information and Agency application can be obtained from the Agency’s website at: www.mojavewater.org.
