Yorba Linda Water District
Assistant Board Secretary (Administrative Assistant)
Yorba Linda Water District, Placentia, California, United States, 92670
Salary :
$75,628.80 - $96,803.20 Annually
Location :
Placentia, CA
Job Type:
Full Time
Job Number:
2024-00143
Department:
Administration
Division:
Administration
Opening Date:
10/30/2024
Closing Date:
Continuous
Description
Yorba Linda Water District is looking for a Assistant Board Secretary (Administrative Assistant)!
This recruitment will remain open until filled. First review of applications will be November 18, 2024 but may close at any time. Applicants are encouraged to apply immediately.
DEFINITIONUnder general supervision, provides varied office administrative, secretarial, and general clerical assistance for the implementation and monitoring of specific departmental/divisional programs; performs a wide variety of office support activities for the District such as covering telephone reception, processing various customer service related requests, word processing, data entry, and report preparation; and performs related duties as required.
SUPERVISION RECEIVED AND EXERCISEDReceives general supervision from the Sr. Executive Assistant/Board Secretary. No direct supervision of staff is exercised.
CLASS CHARACTERISTICSThis is a journey-level classification. Incumbents perform a variety of specialized and confidential administrative, secretarial, and clerical work for various District departments, providing general information to the public, and other administrative and office support work. This class is distinguished from the Sr. Executive Assistant/Board Secretary in that the latter provides higher-level office administrative and complex technical support to the General Manager, the Board of Directors, and related management, professional, and supervisory staff and performs technical support work District-wide.Examples of Essential Job Functions
The duties listed below are illustrative only and are not meant to be a complete and exhaustive listing of all of the duties and responsibilities of this classification. Management reserves the rights to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.
Assists the Sr. Executive Assistant/Board Secretary in daily general office operations and planning; the preparation and distribution of agenda packets, reports, and background materials for Board meetings; attends Board meetings and transcribes meeting minutes; serves as the primary backup for these functions when required.Assists with scanning/importing documents into enterprise content management system; performs quality checks and verifies optical character recognition (OCR); applies file naming conventions and enters file classification, retention, and destruction metadata.Participates in the collection, compilation, and analysis of information from various sources on a variety of topics; participates in the preparation of reports that present and interpret data utilizing various computer applications.Coordinates the completion of one or more departmental processes with little to no supervision; may include contracts, insurance documents, etc.Performs a variety of administrative/clerical work including preparing and word processing correspondence, forms, and reports from drafts, notes, brief instructions, or corrected copy; proofreads materials for accuracy, completeness, correct formatting, grammar, punctuation, and spelling, and compliance with departmental policies.Receives and screens telephone calls and visitors, and directs them to appropriate District locations/staff.Provides factual information to District staff, other organizations, and the public regarding District functions, policies, rules, procedures, and ordinances; distributes materials and information to customers.Organizes and maintains various administrative, confidential, reference, and follow-up files; purges files as required.Provides support to the management team such as calendar management, meeting setup, agenda preparation, and taking minutes.Coordinates travel arrangements as requested including event registration, transportation, and accommodations.Makes copies, collates materials, files copies of letters, memoranda, reports, and other materials in department and/or central files.May coordinate special projects that vary depending on department to which assigned.Performs other duties as required.Qualifications
The level and scope of the knowledge and skills listed below are related to experience, proficiency, and complexity of work activities as specified under Class Characteristics.
Knowledge of:
Organization and function of public agencies, including the role of an elected Board of Directors.Computer applications related to work, including word processing, presentation design, database, and spreadsheet applications, e.g. Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).Business letter writing and the standard format for reports and correspondence.Principles, theories, and practices of data collection and report preparation.Business arithmetic techniques.Basic principles of record keeping and cash handling.Effective communication skills.Principles, theories, and practices for providing a high level of customer service and dealing effectively with the public, vendors, contractors, and District staff, in person and over the telephone.Principles, theories, and practices of Public Health and safety aspects of water use.Modern office administrative and secretarial practices and procedures, including the use of standard office equipment, and record keeping related to the work.Safety practices related to the work.Grammar, spelling, vocabulary, and punctuation.Ability to:
Assist with the District's commitment to public health.Respond to natural, manmade, or war-caused emergencies as a Disaster Service Worker, as outlined by California Government Code §3100-3109.Operate modern office equipment, including computer equipment and software programs, e.g. Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) at a skill level sufficient to perform the job duties.Respond to and effectively prioritize multiple phone calls, walk-up traffic, and other requests.Perform effectively under pressure with frequent interruptions and work on and prioritize multiple concurrent assignments, often with tight deadlines.Perform responsible reception, administrative, and clerical support work with accuracy, speed, and minimal supervision.Provide varied, confidential, and responsible office administrative work requiring the use of tact and discretion.Organize own work, coordinate projects, set, priorities, meet critical deadlines, and follow up on assignments with minimum direction.Learn and understand the organization and operation of the District and of outside agencies as necessary to assume assigned responsibilities.Prepare clear and concise reports, correspondence, and other written materials.Compose correspondence and reports independently or from brief instructions.Establish and maintain a variety of filing, record keeping, and tracking systems.Enter and retrieve data from a computer with sufficient speed and accuracy.File materials alphabetically, chronologically, and numerically.Make accurate arithmetic computations.Effectively communicate in person, over the telephone, and in writing.Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.Use discretion when handling and disseminating sensitive information.Establish and maintain effective working relationships with those contacted in the course of the work.EDUCATION AND EXPERIENCEAny combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:
Graduation from high school or G.E.D. equivalent. Four (4) years of varied administrative support experience preferably involving public contact with supplemental training in administrative or secretarial skills and relevant computer software applications and programs.
Experience with agenda management (e.g. CivicClerk or similar) and enterprise content management (e.g. Laserfiche or similar) software programs in addition to transcribing meeting minutes is highly desired.
Licenses and Certifications:
Possession of a valid California Class C driver's license with a satisfactory driving record may be required at the time of appointment.Possession of or ability to obtain a valid California Notary Public Commission within one (1) year of hire date.
PHYSICAL DEMANDSMust possess mobility to work in a standard office setting and use standard office equipment, including a computer; ability to operate a motor vehicle to attend various meetings and seminars; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be 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 occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Must possess the ability to lift, carry, push, and pull materials and objects weighing up to 25 pounds.
ENVIRONMENTAL ELEMENTSEmployees work in an office environment with moderate noise levels and controlled temperature conditions, although there may be occasional exposure to inclement weather conditions, noise, dust, and potentially hazardous materials. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.
SCHEDULE REQUIREMENTSMust be available to work evenings or weekends on an occasional basis.Supplemental Information
Candidates are required to attach a copy of their diploma/degree to their application. A resume, cover letter and a fully complete online application are required to be considered a complete application. Submitting an incomplete application or partial information may result in removal of your application from consideration in the examination process. All applications will be reviewed for accuracy, completion, relevant experience, education, training and other job related qualifications. This is a regular, full-time, unrepresented position.
Note: The provisions of this bulletin do not constitute an expressed or implied contract. Any provision contained in this bulletin may be modified or revoked without notice.
The District pays 100% of the premium cost for medical, dental and vision for all employees and their eligible dependents.
The District participates in the California Public Employees' Retirement System. An employee who is a " new " member of CalPERS will be enrolled in the 2.0% @ 62 benefit formula (in accordance with the Public Employees' Pension Reform Act of 2013 (PEPRA) and the related Public Employees Retirement Law (PERL) amendments in Assembly Bill (AB) 340 with a maximum benefit factor of 2.5% at 67). The employee pays their 7.75% PERS retirement contribution.
An employee who is a " classic " member of CalPERS or a current member of another California public retirement system will be enrolled in the CalPERS 2.0% @ 60 benefit formula. The employee pays their 7% PERS retirement contribution.
Additionally, the District offers employees a "4/10" work schedule; an optional 457 deferred compensation plan, with the District matching dollar for dollar not to exceed 2% of an employee's salary per year of his/her deposits in a 401a account; a 125 Flex-benefits plan; Long Term Disability Insurance; State Disability Insurance, Life Insurance; an Employee Assistance Program; Tuition Reimbursement (up to $5,250/year); and Credit Union membership.
Employees accrue 3.077 hours per pay period of vacation with increases in vacation accruals at 5, 10, 15 and 20 years. After 20 years, the maximum vacation accrual is reached at the rate of 6.922 hours per pay period. Sick Leave is accrued at a rate of 3.70 hours per pay period. There are 26 pay periods per year. The District observes eleven paid holidays per year.
Note: The provisions of this bulletin do not constitute an expressed or implied contract. Any provision contained in this bulletin may be modified or revoked without notice. The types and levels of employee benefits provided, including District contributions toward benefit costs, are subject to change.
01
The purpose of the supplemental questions is to derive more specific information about your qualifications for this position. Applicants must clearly demonstrate their qualifying experience on the job application. It is to the candidate's advantage to read each question carefully, clearly answer all questions, and document all job-related education, training and experience as required. Writing "See Resume/Application" may result in your application being rejected.Do you understand the information stated above?
YesNo
02
Please list your education status.
High School Diploma or EquivalentSome College - Not Currently EnrolledSome College - Currently EnrolledAssociate's DegreeBachelor's DegreeMaster's DegreeDoctorate DegreeI do not have a high school diploma or equivalent.
03
If you answered Associate's Degree or higher for your level of education, please enter your major(s) here. If you do not have an Associate's Degree or higher, please indicate N/A.
04
Select the valid California Driver's License class that you possess.
Class AClass BClass CN/A
05
Do you possess a valid California Notary Public License?
YesNo
06
List any additional licenses or certifications that you possess. If you do not have any, please indicate N/A.
07
How many years of varied administrative support experience do you have?
No Experience1-3 Years4-6 Years7+ Years
08
Do you have any experience being involved in the agenda management process for a governing body including using CivicClerk software or another agenda management system? If yes, please explain. If no, please write N/A.
09
Do you have direct experience working with Executive Management, Board of Directors, or Elected Officials? If yes, please explain. If no, please write N/A.
10
Do you have any experience using Laserfiche software or another Enterprise Content Management System? If yes, please describe. If no, please write N/A.
11
Please describe your proficiency using Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint) and Adobe Acrobat Pro or similar software programs. Include brief descriptions of specific projects or tasks that demonstrate your level of calendar support for managers and/or elected officials in Outlook; creating, formatting, and proofreading correspondence and reports in Word; creating templates in Word and Excel; utilizing formulas and manipulating and graphing data in Excel; creating slide decks in PowerPoint; and creating and manipulating documents in Adobe Acrobat Pro or similar software programs.
12
It is essential to work in an organized manner, to be able to reprioritize at any given moment, and still meet important deadlines. Please describe your experience working in this type of environment. If you do not have this experience, please write N/A.
13
Please describe your experience conducting and summarizing research, preparing reports, and taking meeting minutes.
14
Please describe your experience maintaining a high-volume appointment calendar for multiple key stakeholders. If no experience, please write N/A.
15
This position requires occasional work during evenings or weekends. Are you available to work evenings or weekends on an occasional basis?
YesNo
16
A resume and cover letter are required to submit a complete application. Did you attach a resume and cover letter?
YesNo
17
Individuals selected for the position will serve a 12 month original/6 month promotional probationary period. Individuals serving a probation period may be terminated at any time without right of appeal or hearing. Are you able and willing to abide by these requirements?
YesNo
Required Question
$75,628.80 - $96,803.20 Annually
Location :
Placentia, CA
Job Type:
Full Time
Job Number:
2024-00143
Department:
Administration
Division:
Administration
Opening Date:
10/30/2024
Closing Date:
Continuous
Description
Yorba Linda Water District is looking for a Assistant Board Secretary (Administrative Assistant)!
This recruitment will remain open until filled. First review of applications will be November 18, 2024 but may close at any time. Applicants are encouraged to apply immediately.
DEFINITIONUnder general supervision, provides varied office administrative, secretarial, and general clerical assistance for the implementation and monitoring of specific departmental/divisional programs; performs a wide variety of office support activities for the District such as covering telephone reception, processing various customer service related requests, word processing, data entry, and report preparation; and performs related duties as required.
SUPERVISION RECEIVED AND EXERCISEDReceives general supervision from the Sr. Executive Assistant/Board Secretary. No direct supervision of staff is exercised.
CLASS CHARACTERISTICSThis is a journey-level classification. Incumbents perform a variety of specialized and confidential administrative, secretarial, and clerical work for various District departments, providing general information to the public, and other administrative and office support work. This class is distinguished from the Sr. Executive Assistant/Board Secretary in that the latter provides higher-level office administrative and complex technical support to the General Manager, the Board of Directors, and related management, professional, and supervisory staff and performs technical support work District-wide.Examples of Essential Job Functions
The duties listed below are illustrative only and are not meant to be a complete and exhaustive listing of all of the duties and responsibilities of this classification. Management reserves the rights to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.
Assists the Sr. Executive Assistant/Board Secretary in daily general office operations and planning; the preparation and distribution of agenda packets, reports, and background materials for Board meetings; attends Board meetings and transcribes meeting minutes; serves as the primary backup for these functions when required.Assists with scanning/importing documents into enterprise content management system; performs quality checks and verifies optical character recognition (OCR); applies file naming conventions and enters file classification, retention, and destruction metadata.Participates in the collection, compilation, and analysis of information from various sources on a variety of topics; participates in the preparation of reports that present and interpret data utilizing various computer applications.Coordinates the completion of one or more departmental processes with little to no supervision; may include contracts, insurance documents, etc.Performs a variety of administrative/clerical work including preparing and word processing correspondence, forms, and reports from drafts, notes, brief instructions, or corrected copy; proofreads materials for accuracy, completeness, correct formatting, grammar, punctuation, and spelling, and compliance with departmental policies.Receives and screens telephone calls and visitors, and directs them to appropriate District locations/staff.Provides factual information to District staff, other organizations, and the public regarding District functions, policies, rules, procedures, and ordinances; distributes materials and information to customers.Organizes and maintains various administrative, confidential, reference, and follow-up files; purges files as required.Provides support to the management team such as calendar management, meeting setup, agenda preparation, and taking minutes.Coordinates travel arrangements as requested including event registration, transportation, and accommodations.Makes copies, collates materials, files copies of letters, memoranda, reports, and other materials in department and/or central files.May coordinate special projects that vary depending on department to which assigned.Performs other duties as required.Qualifications
The level and scope of the knowledge and skills listed below are related to experience, proficiency, and complexity of work activities as specified under Class Characteristics.
Knowledge of:
Organization and function of public agencies, including the role of an elected Board of Directors.Computer applications related to work, including word processing, presentation design, database, and spreadsheet applications, e.g. Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).Business letter writing and the standard format for reports and correspondence.Principles, theories, and practices of data collection and report preparation.Business arithmetic techniques.Basic principles of record keeping and cash handling.Effective communication skills.Principles, theories, and practices for providing a high level of customer service and dealing effectively with the public, vendors, contractors, and District staff, in person and over the telephone.Principles, theories, and practices of Public Health and safety aspects of water use.Modern office administrative and secretarial practices and procedures, including the use of standard office equipment, and record keeping related to the work.Safety practices related to the work.Grammar, spelling, vocabulary, and punctuation.Ability to:
Assist with the District's commitment to public health.Respond to natural, manmade, or war-caused emergencies as a Disaster Service Worker, as outlined by California Government Code §3100-3109.Operate modern office equipment, including computer equipment and software programs, e.g. Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) at a skill level sufficient to perform the job duties.Respond to and effectively prioritize multiple phone calls, walk-up traffic, and other requests.Perform effectively under pressure with frequent interruptions and work on and prioritize multiple concurrent assignments, often with tight deadlines.Perform responsible reception, administrative, and clerical support work with accuracy, speed, and minimal supervision.Provide varied, confidential, and responsible office administrative work requiring the use of tact and discretion.Organize own work, coordinate projects, set, priorities, meet critical deadlines, and follow up on assignments with minimum direction.Learn and understand the organization and operation of the District and of outside agencies as necessary to assume assigned responsibilities.Prepare clear and concise reports, correspondence, and other written materials.Compose correspondence and reports independently or from brief instructions.Establish and maintain a variety of filing, record keeping, and tracking systems.Enter and retrieve data from a computer with sufficient speed and accuracy.File materials alphabetically, chronologically, and numerically.Make accurate arithmetic computations.Effectively communicate in person, over the telephone, and in writing.Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.Use discretion when handling and disseminating sensitive information.Establish and maintain effective working relationships with those contacted in the course of the work.EDUCATION AND EXPERIENCEAny combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:
Graduation from high school or G.E.D. equivalent. Four (4) years of varied administrative support experience preferably involving public contact with supplemental training in administrative or secretarial skills and relevant computer software applications and programs.
Experience with agenda management (e.g. CivicClerk or similar) and enterprise content management (e.g. Laserfiche or similar) software programs in addition to transcribing meeting minutes is highly desired.
Licenses and Certifications:
Possession of a valid California Class C driver's license with a satisfactory driving record may be required at the time of appointment.Possession of or ability to obtain a valid California Notary Public Commission within one (1) year of hire date.
PHYSICAL DEMANDSMust possess mobility to work in a standard office setting and use standard office equipment, including a computer; ability to operate a motor vehicle to attend various meetings and seminars; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be 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 occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Must possess the ability to lift, carry, push, and pull materials and objects weighing up to 25 pounds.
ENVIRONMENTAL ELEMENTSEmployees work in an office environment with moderate noise levels and controlled temperature conditions, although there may be occasional exposure to inclement weather conditions, noise, dust, and potentially hazardous materials. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.
SCHEDULE REQUIREMENTSMust be available to work evenings or weekends on an occasional basis.Supplemental Information
Candidates are required to attach a copy of their diploma/degree to their application. A resume, cover letter and a fully complete online application are required to be considered a complete application. Submitting an incomplete application or partial information may result in removal of your application from consideration in the examination process. All applications will be reviewed for accuracy, completion, relevant experience, education, training and other job related qualifications. This is a regular, full-time, unrepresented position.
Note: The provisions of this bulletin do not constitute an expressed or implied contract. Any provision contained in this bulletin may be modified or revoked without notice.
The District pays 100% of the premium cost for medical, dental and vision for all employees and their eligible dependents.
The District participates in the California Public Employees' Retirement System. An employee who is a " new " member of CalPERS will be enrolled in the 2.0% @ 62 benefit formula (in accordance with the Public Employees' Pension Reform Act of 2013 (PEPRA) and the related Public Employees Retirement Law (PERL) amendments in Assembly Bill (AB) 340 with a maximum benefit factor of 2.5% at 67). The employee pays their 7.75% PERS retirement contribution.
An employee who is a " classic " member of CalPERS or a current member of another California public retirement system will be enrolled in the CalPERS 2.0% @ 60 benefit formula. The employee pays their 7% PERS retirement contribution.
Additionally, the District offers employees a "4/10" work schedule; an optional 457 deferred compensation plan, with the District matching dollar for dollar not to exceed 2% of an employee's salary per year of his/her deposits in a 401a account; a 125 Flex-benefits plan; Long Term Disability Insurance; State Disability Insurance, Life Insurance; an Employee Assistance Program; Tuition Reimbursement (up to $5,250/year); and Credit Union membership.
Employees accrue 3.077 hours per pay period of vacation with increases in vacation accruals at 5, 10, 15 and 20 years. After 20 years, the maximum vacation accrual is reached at the rate of 6.922 hours per pay period. Sick Leave is accrued at a rate of 3.70 hours per pay period. There are 26 pay periods per year. The District observes eleven paid holidays per year.
Note: The provisions of this bulletin do not constitute an expressed or implied contract. Any provision contained in this bulletin may be modified or revoked without notice. The types and levels of employee benefits provided, including District contributions toward benefit costs, are subject to change.
01
The purpose of the supplemental questions is to derive more specific information about your qualifications for this position. Applicants must clearly demonstrate their qualifying experience on the job application. It is to the candidate's advantage to read each question carefully, clearly answer all questions, and document all job-related education, training and experience as required. Writing "See Resume/Application" may result in your application being rejected.Do you understand the information stated above?
YesNo
02
Please list your education status.
High School Diploma or EquivalentSome College - Not Currently EnrolledSome College - Currently EnrolledAssociate's DegreeBachelor's DegreeMaster's DegreeDoctorate DegreeI do not have a high school diploma or equivalent.
03
If you answered Associate's Degree or higher for your level of education, please enter your major(s) here. If you do not have an Associate's Degree or higher, please indicate N/A.
04
Select the valid California Driver's License class that you possess.
Class AClass BClass CN/A
05
Do you possess a valid California Notary Public License?
YesNo
06
List any additional licenses or certifications that you possess. If you do not have any, please indicate N/A.
07
How many years of varied administrative support experience do you have?
No Experience1-3 Years4-6 Years7+ Years
08
Do you have any experience being involved in the agenda management process for a governing body including using CivicClerk software or another agenda management system? If yes, please explain. If no, please write N/A.
09
Do you have direct experience working with Executive Management, Board of Directors, or Elected Officials? If yes, please explain. If no, please write N/A.
10
Do you have any experience using Laserfiche software or another Enterprise Content Management System? If yes, please describe. If no, please write N/A.
11
Please describe your proficiency using Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint) and Adobe Acrobat Pro or similar software programs. Include brief descriptions of specific projects or tasks that demonstrate your level of calendar support for managers and/or elected officials in Outlook; creating, formatting, and proofreading correspondence and reports in Word; creating templates in Word and Excel; utilizing formulas and manipulating and graphing data in Excel; creating slide decks in PowerPoint; and creating and manipulating documents in Adobe Acrobat Pro or similar software programs.
12
It is essential to work in an organized manner, to be able to reprioritize at any given moment, and still meet important deadlines. Please describe your experience working in this type of environment. If you do not have this experience, please write N/A.
13
Please describe your experience conducting and summarizing research, preparing reports, and taking meeting minutes.
14
Please describe your experience maintaining a high-volume appointment calendar for multiple key stakeholders. If no experience, please write N/A.
15
This position requires occasional work during evenings or weekends. Are you available to work evenings or weekends on an occasional basis?
YesNo
16
A resume and cover letter are required to submit a complete application. Did you attach a resume and cover letter?
YesNo
17
Individuals selected for the position will serve a 12 month original/6 month promotional probationary period. Individuals serving a probation period may be terminated at any time without right of appeal or hearing. Are you able and willing to abide by these requirements?
YesNo
Required Question