Office Assistant Job at Water Replenishment District in Lakewood

Under general supervision, performs a wide variety of routine to moderately difficult administrative and office support duties; performs routine document processing; data entry, meeting coordination/preparation, and performs other duties as assigned.Office Assistant is responsible for performing routine office/administrative support functions and document processing duties requiring general knowledge of District and department policies and procedures. Assigned work requires the use of judgment in selecting appropriate procedures and solving routine to non-routine problems based on knowledge gained through experience.

Office Assistant is distinguished from Senior Office Assistant in that an incumbent in the latter class performs difficult and specialized administrative and office/administrative support functions.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 this class.

* Using document processing software, types, formats, revises, prints and distributes correspondence, memoranda, calendars, requests, forms, lists, reports and other documents; types from rough notes, drafts, and brief oral instructions; composes routine correspondence; enters and revises data in databases and generates reports; receives, screens and distributes office mail; sends and receives faxes; prepares regular and bulk mailings; copies various documents and materials, including large duplication orders; duplicates, assembles and distributes agendas and packets.

* Answers, screens and routes telephone calls; takes and distributes messages; greets and directs visitors to the appropriate office or staff member; responds to and refers questions and complaints to the appropriate staff; responds to inquiries for standard information; sets up and maintains monthly department and staff calendars; requests office and equipment repairs; may provide customer service at a front desk or public counter.

* Maintains office files and records; prepares manual and computer logs of various documents and requests; creates new files and folders; retrieves, duplicates and distributes copies of reports, forms, records and documents. Supports District's records retention efforts.

* Creates, maintains and updates standard forms, databases, logs, files, records and reports for department use; prepares and maintains standard spreadsheets; gathers and compiles data for specialized reports and records; ensures data accuracy.

* Schedules meetings, workshops, events and conferences in accordance with instructions; makes meeting arrangements, including refreshments and catering; takes meeting minutes; coordinates scheduling of meeting and training rooms as needed; maintains and organizes mail room, shipping, and copier supplies; maintains and organizes kitchen and janitorial supplies.

* Procurement and Contracts Processing: Compile procurement document packets; Assist in the coordination of project meetings; Maintain new and existing vendor Certificates of Insurance (COI).

* Purchase Order Processing: Receive and review purchase requisitions; Approve online order requests; Ensure accuracy of purchase orders, including pricing, quantities, and delivery details; Monitor purchase order status and resolve issues related to purchase orders, shipments, and invoices; Maintain positive relationships with vendors to ensure timely and reliable delivery of goods and services; Organize accurate records of purchasing documents including transactions, purchase orders, invoices, and receipts; Assist in monitoring inventory levels and stock availability at all WRD facilities; Track incoming shipments and reconcile discrepancies.

* Provides backup for other administrative support staff.

* At management's request, provides copies relating to District accounting information and records to staff, managers and auditors.

* Attends a variety of meetings, training sessions, task forces and committees as assigned.

Knowledge of:

* Standard office administrative and management practices and procedures.

* Basic principles and practices of sound business communication; correct English usage, including spelling, grammar and punctuation.

* Use of word processing, spreadsheet, database and other standard software to create documents and materials.

* Basic data gathering techniques, methods and procedures.

Ability to:

* Operate a computer, word processing and spreadsheet software and other standard office equipment.

* Type accurately at a speed necessary to meet the requirements of the position.

* Organize and carry out work with minimal supervision.

* Organize, research and maintain complete and extensive office files.

* Compose correspondence and prepare documents from brief instructions.

* Communicate clearly and effectively, both orally and in writing.

* Understand and follow written and oral instructions.

* Prepare clear, accurate and concise records and reports.

* Use a high degree of tact, diplomacy and discretion in dealing with sensitive situations and concerned citizens.

* Establish and maintain highly effective working relationships with District management, staff, vendors, external agencies, the public and others encountered in the course of work.

Education, Training and Experience:

A typical way of obtaining the knowledge, skills and abilities outlined above is graduation from high school or G.E.D. equivalent; and one year of office administrative or secretarial experience; or an equivalent combination of training and experience.

Licenses; Certificates; Special Requirements:

A valid California driver's license and the ability to maintain insurability under the District's vehicle insurance policy.

PHYSICAL AND MENTAL DEMANDSThe physical and mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands

While performing the duties of this job, employees are regularly required to sit, walk and stand; talk or hear, both in person and by telephone; use hands repetitively to finger, handle, feel or operate standard office equipment; reach with hands and arms; and lift up to 25 pounds.

Specific vision abilities required by this job include close vision and the ability to adjust focus.

Mental Demands

While performing the duties of this job, an employee is regularly required to use written and oral communication skills; read and interpret information and documents; analyze and solve standard office administrative problems; observe and interpret people and situations; learn and apply new information or skills; perform highly detailed work on multiple, concurrent tasks; work under intensive deadlines with frequent interruptions; and interact with District management, staff, vendors, external agencies, the public and others encountered in the course of work.

WORK ENVIRONMENTThe work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee works under typical office conditions, and the noise level is usually low.

APPLICATION AND SELECTION PROCESS: To be considered for this opportunity please submit (1) a District application available at www.wrd.org, (2) cover letter highlighting your applicable experience and (3) resume to careers@wrd.org. INCOMPLETE SUBMISSIONS MAY RESULT IN DISQUALIFICATION. The most qualified applicants will be invited to participate further in the screening process, which will include a panel interview and possible written exam. Final candidates must be able to prove legal U.S. residency, pass a background check, a physical, and a drug test. The District is an Equal Opportunity Employer.