Delta Diablo is looking for an individual with strong communication skills, excellent customer service and solid administrative competencies to fill our Administrative Assistant I position. The Administrative Assistant I position provides vital support for Administrative Services at the District and will be responsible for performing a wide variety of general administrative support work and routine secretarial and clerical duties in conformance with established procedures. The position receives general supervision from the Office Manager/Secretary to the Board of Directors and may receive general direction from the General Manager, other managers, and the Senior Administrative Assistant/Records Specialist.
PRIMARY JOB DUTIES:
1) Communications and Reception:
Perform receptionist duties; answer telephones and provide information to callers, take messages, or transfer calls to appropriate individuals. Greet visitors or callers, handle their inquiries by determining service need and directing them to the appropriate person(s) to respond to their need.
Follow standard operating procedures for receiving, documenting, and notifiying designated staff of sewer service, street sweeping, odor control, and customer concern calls.
Assist in scheduling, organizing and coordinating meetings, events and training, including order and pickup of refreshments.
2) Routine Tasks and Documentation:
Perform a wide variety of general secretarial duties including filing, copying materials, assembling documents, and ordering office supplies and materials.
Edit, type, and/or proof a variety of documents including reports, memoranda, letters, meeting minutes, contracts, bids, work orders, purchase orders, and spreadsheets following standard District format.
Operate a variety of office machines including computer equipment, multi-line phone system, mobile phones, radios, postage meters, microfiche, fax machines, and photocopy machines.
Receive, sort, and distribute incoming and outgoing correspondence.
Record, update, and retrieve information from electronic and hardcopy logs, files and databases including document and visitor logs, work orders, equipment records, permit log files and central office inventories of equipment and supplies.
Update resource materials and maintain a variety of manuals.
3) Records Management:
Research, code, and retrieve information in electronic records management system. Retrieve files from central records storage system and engineering/construction files. Set up new files. Assist others in locating information and using records management system.
Code, sort, punch and file hardcopy documents.
OTHER ASSIGNED DUTIES
Assists in special administrative projects such as researching, verifying and correcting historic or current records, and compiling information for various reports. Assumes responsibility for covering a part of the work assignments of co-workers during short absences as assigned. Participates in District committee and staff functions. Participates in teams engaged with process and customer service improvements and cross-training. Performs other work consistent with the responsibilities assigned to the classification and necessary to the effective operations of administrative support services and the District.
Education: High School Diploma or equivalent. Successful completion of college courses in office or business administration is highly desirable.
Experience: One (1) year of full-time paid work experience in a centralized administrative office environment involving receptionist and documents production, distribution and filing.
Knowledge of the following is required to perform the essential function:
Modern office practices, procedures and equipment including personal computer and applicable software.
Business English, composition, spelling, grammar, punctuation and general business terminology.
Basic principles of mathematics.
General organization of policies and procedures applicable to centralized administrative office support functions.
Automated and manual recordkeeping methods and formats.
Ability to do the following is required to perform the essential function:
Understand and carry out oral and written directions.
Provide verbal and written information to a wide variety of people and officials.
Compose a variety of correspondence, reports, and memoranda from general instruction or written procedure. Interpret and apply District policies, procedures, and rules.
Organize information and data, apply standardized formats and produce final copy.
Work independently and solve problems within general procedures.
Work cooperatively with other departments, outside agencies, and the public.
Exercise diplomacy and tact in contacts with the public.
Exhibit a high customer service priority in contacts with others.
Transcribe verbal recorded information and produce documents in prescribed formats.
Operate automobiles and electric carts.
Type accurately at a rate of 45 words per minute and operate word processing software at an intermediate level.
Operate District standard software including word processing, spreadsheet and database applications.