Santa Margarita Water District
Executive Assistant (Engineering)
Santa Margarita Water District, Rancho Santa Margarita, California, United States, 92688
Salary :
$83,995.23 - $115,788.36 Annually
Location :
Rancho Santa Margarita, CA
Job Type:
Full-Time Non Represented
Job Number:
2024-43
Department:
Engineering
Division:
General Engineering
Opening Date:
11/08/2024
Closing Date:
11/29/2024 11:59 PM Pacific
Job Description
The Executive Assistant position will be part of the Engineering Department and will serve as the primary administrative support to the District's Chief Engineer. The ideal candidate will have exceptional administrative experience supporting an executive level leader, familiarity working with or around technical areas such as, development and implementation of capital projects, development planning documents, permit application processing, and water and sewer facilities. Additionally, the ideal candidate will have records management experience and be comfortable working with retention schedules; exemplary customer service skills and the ability to become a Notary Public in California. Advanced proficiency in Microsoft Word and intermediate proficiency in Microsoft Excel are highly desirable.
In addition to providing high level complex administrative support, the Executive Assistant will be involved in the District's bid process, ensuring accuracy with documents, plans and specifications, communication with bidders, and managing the Engineering Department's permit portal and process; furthermore, the Executive Assistant will serve as a back-up to the Engineering Counter in providing customer support, monitoring Engineering Counter emails, and processing permits and payments.
There will be computer based testing for candidates moving forward in the process and the first set of interviews will be in January of 2025.
Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed by individual positions.
JOB SUMMARY
Under general direction, provides highly responsible, professional assistance to a Department Head. Performs sensitive and confidential administrative and secretarial support functions. Performs challenging, diverse and complex duties in support of a Department Head in his/her interactions with elected officials, officials of other governmental agencies, the Management Team, District Department Directors, business and community organizations, interest groups, the media and the public. Maintains department files.
DISTINGUISHING CHARACTERISTICS
Incumbents in this class report directly to a Department Head and the allocation of one Executive Assistant per department is typical. While duties of these positions are primarily administrative in nature, responsibilities are often performed in response to fluctuating departmental needs. Additionally, a continuing evaluation of ways in which the Executive Assistant can relieve the department head and/or the managers within the of detail work is a primary part of the Executive Assistant's job.
Essential Functions
ESSENTIAL FUNCTION STATEMENTS
The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the class. Provides direct administrative support to a department head and other staff members as required; maintains calendar of appointments; receives visitors, ascertains reason for visit and notifies appropriate party; prepares correspondence often working from notes or directions as to objective to be achieved; reviews incoming correspondence and routes in accordance with standard procedures; may take shorthand or transcribe dictation on a regular basis. Responds to inquiries from the public and District staff regarding departmental programs, procedures, activities, and other matters which require an in-depth knowledge of the department. Establishes and/or maintains files on departmental activities; researches files to obtain information requested by departmental staff or necessary to the preparation of reports or conduct of other office business. Handles routine administrative tasks associated with sub-components of departmental programs; establishes and carries out record keeping procedures; develops or obtains forms and documents; interfaces with other District staff and outside agencies in obtaining information and coordinating activities. Prepares drafts of memoranda, correspondence, board agenda materials, including board reports, meeting minutes, statistical charts and other documents and report often of a highly-sensitive and confidential nature; ensure materials and reports for signature are accurate and complete and in compliance with District standards, policies and procedures. Confer with staff to coordinate preparation of write-ups for Board and Committee meeting Assists in preparing annual budget documents by performing research, compiling, monitoring, and analyzing data, and developing detailed, computer-generated spreadsheets to accurately display the budget information within a comprehensive format; help track expenditures against budget; research and compile budget variance reports. Performs a variety of administrative functions including but not limited to proofreading, filing, office machine operation, including word processing, spreadsheets and databases or operation of other automated systems; sorts, files, prepares. and/or processes a variety of documents and records. Assists and/or directs others in the performance of related tasks; may supervise, train and evaluate subordinates. Make travel arrangements for the Department Head and other staff; coordinate and process necessary paperwork; arrange, coordinate, and advise the Executive Director or General Manager of meetings, trips, and other commitments of time. Process documents electronically according to District procedures. Initiate and maintain a variety of files and records as needed, including confidential materials according to the District's retention schedule. Make arrangements for meetings and special events including equipment, room set up and meals. Comply with District safety work-related practices and attend relevant safety training.
Requisite Abilities
Knowledge of:
Office administration practices and procedures. Principles and practices of sound business communication; correct English usage, including spelling, grammar and punctuation. District and department organization, functions, rules, policies and procedures applicable to assigned areas of responsibility. Basic research methods and data analysis techniques. The District's general accounting system and associated systems, practices and procedures for processing accounting information and interpreting input and output data. District procedures and practices regarding the release of public information, public notification and recordkeeping ;
provisions of the Brown Act. Safety policies and safe work practices applicable to the work. Records management, recordkeeping, filing and basic purchasing practices and procedures. Uses and operations of computers, standard business software and specialized database and spreadsheet applications. Ability to:
Organize, set priorities and exercise sound independent judgment within areas of responsibility. Compose clear, concise and comprehensive analyses, correspondence, reports, studies, ordinances, resolutions, agreements, presentations and other written materials from brief instructions. Work consultatively within the department and with other District department staff. Analyze situations carefully and adopt effective courses of action Learn and apply policies, practices and methods applicable to administering assigned administrative programs or functions. Interpret and apply rules, regulations, legislation and policies. Maintain confidential information. Operate a computer, standard business software and a variety of computer software programs and databases related to area of assignment. Set priorities and exercise sound independent judgment within areas of responsibility. Communicate clearly and concisely both orally and in writing. Communicate effectively with a variety of personnel and establish/maintain effective working relationships. Edit documents for correct English grammar, punctuation, and spelling Keep accurate records Understand and follow written and oral instructions. Establish and maintain effective working relationships with all those encountered in the course of work.
Qualifications Guidelines
QUALIFICATIONS
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Education, Training and Experience:
Any combination of education and/or experience that has provided the knowledge, skills, and abilities necessary for acceptable job performance. Example combinations include graduation from high school or equivalent including or supplemented by coursework in office procedures. Experience in note taking, filing, and records management and five years of progressively responsible experience in clerical or administrative support; or an equivalent combination of training and experience.
Experience in a public agency is preferred.
Licenses; Certificates; Special Requirements:
Possession of or the ability to obtain a valid California Class C driver's license and the ability to maintain insurability under the District's vehicle insurance program.
Santa Margarita Water District offers a comprehensive benefit package for eligible employees and their eligible dependents. These benefits include the following: retirement benefits; medical, dental, vision and life insurance; and a variety of other benefits. Benefits may vary based on employment status.
PUBLIC EMPLOYEES RETIREMENT SYSTEM:
As a public agency, the Santa Margarita Water District has enrolled in the California Public Employees Retirement System (CalPERS) for retirement benefits. The retirement formula and required employee contribution may vary based on employment status.
HEALTH INSURANCE:
The District contracts with the Association of California Water Agencies (ACWA) for medical insurance coverage. Employees may elect coverage from PPO or HMO plans. Medical premiums for plans in an amount up to or equal to the highest HMO are paid for by the District for all full-time employees. The District shares the cost of medical insurance for dependents with the employee. Coverage is effective the first of the month following 30 days of employment with full-time status.
DENTAL INSURANCE:
The District provides dental insurance for all full-time regular employees. Optional dependent dental coverage is available at the District's rates. Coverage is effective the first of the month following 60 days of employment with full-time status.
VISION INSURANCE:
The District provides each full-time employee and their eligible dependents with vision insurance through Vision Service Plan (VSP). Coverage is effective the first of the month following 60 days of employment with full-time status.
LIFE INSURANCE AND ACCIDENTAL DEATH AND DISMEMBERMENT:
The District provides term-life insurance for all full-time employees through Lincoln Financial with Employee benefits equaling 2 1/2 times the employee's annual salary to a maximum of $200,000. Adjustments are made based on the employee's salary. Coverage is effective the first of the month following 60 days of employment with full-time status.
EMPLOYEE ASSISTANCE PROGRAM (EAP):
The District provides all employees and their dependents with an EAP that provides confidential, professional assistance with a variety of services such as legal/financial concerns, ID recovery, mental health, and more.
GENERAL LEAVE ACCRUAL:
General leave is a multi-purpose leave providing for vacations, personal affairs, and non-job related illness/injuries. First year through five-year anniversary date of continuous employment: 11.67 hours per calendar month (140 hours per year) with an accumulated maximum of 304 hours. Sixth through ten-year anniversary date of continuous employment: 16 hours per calendar month (192 hours per year) with an accumulated maximum of 350 hours. Eleventh through fifteen-year anniversary date of continuous employment: 19.33 hours per calendar month (232 hours per year) with an accumulated maximum of 350 hours. Sixteenth year and beyond of continuous employment: 22.67 hours per calendar month (272 hours per year) with an accumulated maximum of 380 hours.
While accrual begins from the date of hire, for the most part, general leave may not be taken until completion of the employee's six-month probationary period. DEFERRED COMPENSATION:
Regular full and part-time employees are eligible to participate in the District's deferred compensation program. The District shall match an employee's contribution into the deferred compensation plan up to a maximum of $2,400 per employee per year, or $100 per pay-period. The contributions occur each pay period except the third pay period in those months with three pay dates. HOLIDAYS:
The District provides 11½ holidays (92 hours) per year for full-time employees.
FLEX SPENDING ACCOUNT:
Through the District's Flexible Spending Account (FSA), employees may set aside pre-tax dollars to pay for eligible "out-of-pocket" (unreimbursed) medical expenses, child or dependent care.
LIFESTYLE SPENDING ACCOUNT:
A benefit in which your employer sets money aside for you to use on eligible expenses related to physical, financial and emotional well-being.
EDUCATION REIMBURSEMENT:
All full-time employees are eligible for reimbursement for educational training or certification training taken from any college, university, or accredited institution, up to the IRS annual limit with Department Head approval.
The aforementioned information is only a summary of the District's benefits. Detailed information may be found in the Personnel Rules and Regulations and/or the Memorandum of Understanding between the SMWDEA and the Santa Margarita Water District.
01
Could you please describe any experience you have in managing capital projects, overseeing bid processes, coordinating construction contracts, or handling similar administrative tasks?
02
Please describe your education and/or work experience, how it makes you a strong candidate for this role, and what motivates your interest in this position?
03
The ideal candidate will have exceptional attention to detail and organizational skills. Please provide two examples from your job experience in which you utilized these skills.
04
This position requires the ability to change gears quickly, and work within quick turnaround times; please describe your experience meeting deadlines while having competing tasks.
05
How would you describe your level of proficiency using WORD, EXCEL, POWERPOINT, and OUTLOOK?
06
This position requires supervision of an Administrative Assistant. How comfortable are you with a supervisory role?
Required Question
$83,995.23 - $115,788.36 Annually
Location :
Rancho Santa Margarita, CA
Job Type:
Full-Time Non Represented
Job Number:
2024-43
Department:
Engineering
Division:
General Engineering
Opening Date:
11/08/2024
Closing Date:
11/29/2024 11:59 PM Pacific
Job Description
The Executive Assistant position will be part of the Engineering Department and will serve as the primary administrative support to the District's Chief Engineer. The ideal candidate will have exceptional administrative experience supporting an executive level leader, familiarity working with or around technical areas such as, development and implementation of capital projects, development planning documents, permit application processing, and water and sewer facilities. Additionally, the ideal candidate will have records management experience and be comfortable working with retention schedules; exemplary customer service skills and the ability to become a Notary Public in California. Advanced proficiency in Microsoft Word and intermediate proficiency in Microsoft Excel are highly desirable.
In addition to providing high level complex administrative support, the Executive Assistant will be involved in the District's bid process, ensuring accuracy with documents, plans and specifications, communication with bidders, and managing the Engineering Department's permit portal and process; furthermore, the Executive Assistant will serve as a back-up to the Engineering Counter in providing customer support, monitoring Engineering Counter emails, and processing permits and payments.
There will be computer based testing for candidates moving forward in the process and the first set of interviews will be in January of 2025.
Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed by individual positions.
JOB SUMMARY
Under general direction, provides highly responsible, professional assistance to a Department Head. Performs sensitive and confidential administrative and secretarial support functions. Performs challenging, diverse and complex duties in support of a Department Head in his/her interactions with elected officials, officials of other governmental agencies, the Management Team, District Department Directors, business and community organizations, interest groups, the media and the public. Maintains department files.
DISTINGUISHING CHARACTERISTICS
Incumbents in this class report directly to a Department Head and the allocation of one Executive Assistant per department is typical. While duties of these positions are primarily administrative in nature, responsibilities are often performed in response to fluctuating departmental needs. Additionally, a continuing evaluation of ways in which the Executive Assistant can relieve the department head and/or the managers within the of detail work is a primary part of the Executive Assistant's job.
Essential Functions
ESSENTIAL FUNCTION STATEMENTS
The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the class. Provides direct administrative support to a department head and other staff members as required; maintains calendar of appointments; receives visitors, ascertains reason for visit and notifies appropriate party; prepares correspondence often working from notes or directions as to objective to be achieved; reviews incoming correspondence and routes in accordance with standard procedures; may take shorthand or transcribe dictation on a regular basis. Responds to inquiries from the public and District staff regarding departmental programs, procedures, activities, and other matters which require an in-depth knowledge of the department. Establishes and/or maintains files on departmental activities; researches files to obtain information requested by departmental staff or necessary to the preparation of reports or conduct of other office business. Handles routine administrative tasks associated with sub-components of departmental programs; establishes and carries out record keeping procedures; develops or obtains forms and documents; interfaces with other District staff and outside agencies in obtaining information and coordinating activities. Prepares drafts of memoranda, correspondence, board agenda materials, including board reports, meeting minutes, statistical charts and other documents and report often of a highly-sensitive and confidential nature; ensure materials and reports for signature are accurate and complete and in compliance with District standards, policies and procedures. Confer with staff to coordinate preparation of write-ups for Board and Committee meeting Assists in preparing annual budget documents by performing research, compiling, monitoring, and analyzing data, and developing detailed, computer-generated spreadsheets to accurately display the budget information within a comprehensive format; help track expenditures against budget; research and compile budget variance reports. Performs a variety of administrative functions including but not limited to proofreading, filing, office machine operation, including word processing, spreadsheets and databases or operation of other automated systems; sorts, files, prepares. and/or processes a variety of documents and records. Assists and/or directs others in the performance of related tasks; may supervise, train and evaluate subordinates. Make travel arrangements for the Department Head and other staff; coordinate and process necessary paperwork; arrange, coordinate, and advise the Executive Director or General Manager of meetings, trips, and other commitments of time. Process documents electronically according to District procedures. Initiate and maintain a variety of files and records as needed, including confidential materials according to the District's retention schedule. Make arrangements for meetings and special events including equipment, room set up and meals. Comply with District safety work-related practices and attend relevant safety training.
Requisite Abilities
Knowledge of:
Office administration practices and procedures. Principles and practices of sound business communication; correct English usage, including spelling, grammar and punctuation. District and department organization, functions, rules, policies and procedures applicable to assigned areas of responsibility. Basic research methods and data analysis techniques. The District's general accounting system and associated systems, practices and procedures for processing accounting information and interpreting input and output data. District procedures and practices regarding the release of public information, public notification and recordkeeping ;
provisions of the Brown Act. Safety policies and safe work practices applicable to the work. Records management, recordkeeping, filing and basic purchasing practices and procedures. Uses and operations of computers, standard business software and specialized database and spreadsheet applications. Ability to:
Organize, set priorities and exercise sound independent judgment within areas of responsibility. Compose clear, concise and comprehensive analyses, correspondence, reports, studies, ordinances, resolutions, agreements, presentations and other written materials from brief instructions. Work consultatively within the department and with other District department staff. Analyze situations carefully and adopt effective courses of action Learn and apply policies, practices and methods applicable to administering assigned administrative programs or functions. Interpret and apply rules, regulations, legislation and policies. Maintain confidential information. Operate a computer, standard business software and a variety of computer software programs and databases related to area of assignment. Set priorities and exercise sound independent judgment within areas of responsibility. Communicate clearly and concisely both orally and in writing. Communicate effectively with a variety of personnel and establish/maintain effective working relationships. Edit documents for correct English grammar, punctuation, and spelling Keep accurate records Understand and follow written and oral instructions. Establish and maintain effective working relationships with all those encountered in the course of work.
Qualifications Guidelines
QUALIFICATIONS
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Education, Training and Experience:
Any combination of education and/or experience that has provided the knowledge, skills, and abilities necessary for acceptable job performance. Example combinations include graduation from high school or equivalent including or supplemented by coursework in office procedures. Experience in note taking, filing, and records management and five years of progressively responsible experience in clerical or administrative support; or an equivalent combination of training and experience.
Experience in a public agency is preferred.
Licenses; Certificates; Special Requirements:
Possession of or the ability to obtain a valid California Class C driver's license and the ability to maintain insurability under the District's vehicle insurance program.
Santa Margarita Water District offers a comprehensive benefit package for eligible employees and their eligible dependents. These benefits include the following: retirement benefits; medical, dental, vision and life insurance; and a variety of other benefits. Benefits may vary based on employment status.
PUBLIC EMPLOYEES RETIREMENT SYSTEM:
As a public agency, the Santa Margarita Water District has enrolled in the California Public Employees Retirement System (CalPERS) for retirement benefits. The retirement formula and required employee contribution may vary based on employment status.
HEALTH INSURANCE:
The District contracts with the Association of California Water Agencies (ACWA) for medical insurance coverage. Employees may elect coverage from PPO or HMO plans. Medical premiums for plans in an amount up to or equal to the highest HMO are paid for by the District for all full-time employees. The District shares the cost of medical insurance for dependents with the employee. Coverage is effective the first of the month following 30 days of employment with full-time status.
DENTAL INSURANCE:
The District provides dental insurance for all full-time regular employees. Optional dependent dental coverage is available at the District's rates. Coverage is effective the first of the month following 60 days of employment with full-time status.
VISION INSURANCE:
The District provides each full-time employee and their eligible dependents with vision insurance through Vision Service Plan (VSP). Coverage is effective the first of the month following 60 days of employment with full-time status.
LIFE INSURANCE AND ACCIDENTAL DEATH AND DISMEMBERMENT:
The District provides term-life insurance for all full-time employees through Lincoln Financial with Employee benefits equaling 2 1/2 times the employee's annual salary to a maximum of $200,000. Adjustments are made based on the employee's salary. Coverage is effective the first of the month following 60 days of employment with full-time status.
EMPLOYEE ASSISTANCE PROGRAM (EAP):
The District provides all employees and their dependents with an EAP that provides confidential, professional assistance with a variety of services such as legal/financial concerns, ID recovery, mental health, and more.
GENERAL LEAVE ACCRUAL:
General leave is a multi-purpose leave providing for vacations, personal affairs, and non-job related illness/injuries. First year through five-year anniversary date of continuous employment: 11.67 hours per calendar month (140 hours per year) with an accumulated maximum of 304 hours. Sixth through ten-year anniversary date of continuous employment: 16 hours per calendar month (192 hours per year) with an accumulated maximum of 350 hours. Eleventh through fifteen-year anniversary date of continuous employment: 19.33 hours per calendar month (232 hours per year) with an accumulated maximum of 350 hours. Sixteenth year and beyond of continuous employment: 22.67 hours per calendar month (272 hours per year) with an accumulated maximum of 380 hours.
While accrual begins from the date of hire, for the most part, general leave may not be taken until completion of the employee's six-month probationary period. DEFERRED COMPENSATION:
Regular full and part-time employees are eligible to participate in the District's deferred compensation program. The District shall match an employee's contribution into the deferred compensation plan up to a maximum of $2,400 per employee per year, or $100 per pay-period. The contributions occur each pay period except the third pay period in those months with three pay dates. HOLIDAYS:
The District provides 11½ holidays (92 hours) per year for full-time employees.
FLEX SPENDING ACCOUNT:
Through the District's Flexible Spending Account (FSA), employees may set aside pre-tax dollars to pay for eligible "out-of-pocket" (unreimbursed) medical expenses, child or dependent care.
LIFESTYLE SPENDING ACCOUNT:
A benefit in which your employer sets money aside for you to use on eligible expenses related to physical, financial and emotional well-being.
EDUCATION REIMBURSEMENT:
All full-time employees are eligible for reimbursement for educational training or certification training taken from any college, university, or accredited institution, up to the IRS annual limit with Department Head approval.
The aforementioned information is only a summary of the District's benefits. Detailed information may be found in the Personnel Rules and Regulations and/or the Memorandum of Understanding between the SMWDEA and the Santa Margarita Water District.
01
Could you please describe any experience you have in managing capital projects, overseeing bid processes, coordinating construction contracts, or handling similar administrative tasks?
02
Please describe your education and/or work experience, how it makes you a strong candidate for this role, and what motivates your interest in this position?
03
The ideal candidate will have exceptional attention to detail and organizational skills. Please provide two examples from your job experience in which you utilized these skills.
04
This position requires the ability to change gears quickly, and work within quick turnaround times; please describe your experience meeting deadlines while having competing tasks.
05
How would you describe your level of proficiency using WORD, EXCEL, POWERPOINT, and OUTLOOK?
06
This position requires supervision of an Administrative Assistant. How comfortable are you with a supervisory role?
Required Question