Office Assistant 1

Examples of Duties

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  Prepares correspondence, reports, forms, construction specifications, agreements, and/or specialized documents from drafts, notes, or brief instructions, using standard office equipment such as a personal computer and word-processing, spreadsheet, and database software applications.

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  Proofreads documents for accuracy, completeness, format, compliance with departmental policies, and correct English usage including grammar, punctuation, and spelling; returns document to originator if content or major format revisions are required.

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  Maintains inventory for goods and supplies, places orders online, receives goods and supplies, submits invoices for approval, and releases invoices for payment in the financial system.

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  Modifies and develops office procedures and practices to standardize processes.

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  Uses a personal computer to enter and retrieve data using standard office applications such as MS Word, Excel, Access, or specialized applications depending on assigned organizational unit.

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  Provides various office and organizational support to professional staff, including monitoring and maintaining workflows, advising of upcoming deadlines, and coordinating and organizing meetings.

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  Maintains a variety of technical and office files in alphabetical, numerical, or coded format; scans and validates electronic files in document libraries and document management systems; develops and maintains document management and intranet sites; assists with purging records and files; and researches and responds to Public Records Act and other record requests from the public and technical and managerial staff.

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  Prepares and updates a variety of reports, which may require research from several sources and use of arithmetic calculations.

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  Maintains a variety of records, and processes various forms such as personnel forms, purchase requisitions, and other forms specific to assigned organizational unit.

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  Requests pricing from vendors and assists organizational staff with the use of the District's financial system.

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  Provides and requests factual information regarding District activities and functions; may assist customers and other members of the public.

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  Receives and compiles technical information from engineers and others and incorporates into construction specifications and other bid documents; types, prints, advertises, and distributes completed documents; receives and manages bids and proposals, and issues and posts bid summaries and results; after approval, processes contractor progress payments per construction contracts.

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  Organizes and oversees project files and a variety of other technical and office files; files and retrieves information, purges obsolete documents, and combines files as appropriate; assists in identifying files for off-site storage.

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  Receives and responds to calls from developers, contractors, homeowners, and the general public; provides factual information which may require interpretation of policies and procedures; investigates and resolves customer service issues.

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  Operates standard office equipment and may provide relief for other District office support staff.

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  Completes special projects as assigned; researches and compiles information as necessary.

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  May review/audit information in the District’s financial system related to the District’s credit card program.

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  May collect timecards from supervisors in assigned department and enters information into the payroll system; follows up with staff to clarify information and to reconcile employee work hours.

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  May issue security badges, cyber keys, equipment, and keys to departmental employees and collect upon separation.

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  May respond to emergency and non-emergency maintenance calls, and dispatch and coordinate resources for field staff.

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  May calculate and issue deposit requests, and receive, track, and manage customer and developer payments for a variety of fees and charges.

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  May coordinate, manage, and track a variety of regulatory filings, notices and reports.

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  May train and direct the work of part-time or temporary workers on specific projects.

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  Serves on various task forces and committees.

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  Performs other related work as required.

Typical Qualifications

Any combination of education and experience that would likely provide the required knowledge, skills, and abilities is qualifying.

A typical way to obtain the knowledge, skills, and abilities would be the equivalent of: Possession of a high school diploma or its equivalent; and One (1) year of general office support work, which includes training or experience using a personal computer and standard word processing, spreadsheet, and database software applications.

Selection Procedure

Submit your application online at www.acwd.org/jobs by the final filing date of Friday, April 5, 2024 at 5:00 p.m. PST
The most qualified candidates will be invited to participate in the examination process. Human Resources shall determine the examination steps to be used for this recruitment. The steps may include, but are not limited to, a written examination, practical examination, application screening, and/or oral board examination. One or more of these steps may be used and in any order. At the end of the testing process, candidates passing all of the examination steps will have their names placed on an eligibility list.
Please Note: The eligibility list established for this recruitment may be used to fill other Office Assistant 1 classifications at the district.

Health Insurance: Coverage is provided through the PERS Health program. Employees will contribute 0.25% of salary towards their medical benefits. The employee medical deductions shall not occur in the paycheck in which Union dues are withdrawn.
Dental and Vision: Coverage for the employee and eligible dependents is fully paid by the District.
Retirement: California Public Employees Retirement System (CalPERS) benefit depends on whether the employee is a "new" member or "classic" member under state law.
Classic member: Employee who is a member of PERS or reciprocal agency within six months of hire at ACWD. 2.5% @ 55 with 8% employee contribution. $5000 Retired Death Benefit, 3% Annual Cost-of-Living Allowance Increase, Post-Retirement Survivor Allowance to Continue After Remarriage, Pre-Retirement Death Benefits to Continue After Remarriage of Survivor, Additional Opportunity to Elect 1959 Survivor Benefits, 1959 Survivor Benefit Level 4, Unused Sick Leave Credit, Public Service Credit for Peace Corps, AmeriCorps VISTA, or AmeriCorps Service, Military Service Credit as Public Service, Final Compensation 1 Year, Post-Retirement Survivor Allowance, Prior Service. The District picks up 2.5% of the CalPERS retirement contribution.
New member: Employees hired after 12/31/12 who were not members of PERS or a reciprocal agency within the last six months of hire at ACWD. 2% @ 62 with 7% employee contribution. Effective 7/1/23 PEPRA employee contributions will increase to 7.75%. $5000 Retired Death Benefit, 1959 Survivor Benefit Level 4, 3% Annual Cost-of-Living Allowance Increase, Additional Opportunity to Elect 1959 Survivor Benefits, Final Compensation 3 Years, Military Service Credit as Public Service, Post-Retirement Survivor Allowance, Post-Retirement Survivor Allowance to Continue After Remarriage, Pre-Retirement Death Benefits to Continue After Remarriage of Survivor, Pre-Retirement Option 2W Death Benefit, Prior Service, Public Service Credit for Peace Corps, AmeriCorps VISTA, or AmeriCorps Service, Unused Sick Leave Credit.
Social Security/Medicare: The District does not participate in Social Security, but provides a 1.45% matching Medicare contribution.
Retiree Health Benefits: Coverage is provided through the CalPERS Health program. The District's contribution for retiree coverage shall be the PEMHCA minimum contribution as determined by CalPERS on an annual basis. Please refer to the Memorandum of Understanding for various eligibility and plan details.
Employees hired on or after January 1, 2019 will receive a defined-contribution benefit into a retiree health savings account.
Life Insurance: The District provides Basic Life Insurance and Basic AD&D Insurance of one times your annual salary to a maximum of $150,000. There is no cost to the employee for this insurance.
Long Term Disability: The District provides you with Long Term Disability Income Insurance of 66 2/3% of monthly earnings with a maximum monthly benefit up to $7,000.
Short Term Disability: Coverage is provided through the District for employees working a minimum of 20 hours per week at 66 2/3% of base weekly earnings for the first 12 weeks up to a weekly benefit maximum of $1,650.
Deferred Compensation: Optional deferred income plans allowing tax sheltering of current income and payment later as supplemental retirement income.
Vacation: 10 days first year, increasing to 25 days after 20 years.
Holidays: 11 days per year, plus 4 Floating Holidays per fiscal year.
Sick Leave: 12 days per year plus 30 hours/year Medical Appointment Leave.
Employee Assistance Program: Up to 6 sessions for employees and family members for professional consultation and short-term counseling for personal problems.
Tuition Reimbursement: The District will reimburse 100% of the total tuition and textbook costs incurred in taking courses outside of normal working hours related to District employment up to an annual maximum of $5,250.