Address
Form of workSalary : $91,312.00 - $110,968.00 Annually
Location : Concord, CA
Job Type: Temporary
Job Number: 537 - AO - 2023
Department: Human Resources
Division: Human Resources
Opening Date: 12/28/2023
Closing Date: 1/11/2024 5:00 PM Pacific
GENERAL JOB FUNCTION
Contra Costa Water District (CCWD) is an innovative leader in water management and provides employees with a fast-paced and stable work environment that encourages professional growth and development.
Contra Costa Water District is recruiting for a temporary administrative support position, in the clerical temporary pool, not to exceed 1,000 hours in a fiscal year.
Temporary Clerical Pool assignments will vary in length and duties depending on department need. Depending on assignment the duration may be in increments of days, weeks or months. Typically, these assignments cover planned vacations, holidays, short notice assignments, long and short-term leaves, pending recruitments, and special projects. The position is non-benefited, and the level of pay varies based on the duties performed and the assigned job classification.
Job Classifications for temporary assignments:
What you will typically be responsible for:
A few reasons you might enjoy this job:
The following will also benefit candidates with a few of the unique challenges related to this job:
FLSA: Non-Exempt
Bargaining Unit: Local 21
Under direction, performs a variety of administrative and office support duties of considerable complexity requiring thorough knowledge of assigned department, its procedures, and operational details; provides information to the public and staff; and performs related duties as assigned.
Receives direction from assigned supervisory or management personnel. Exercises no direct supervision over staff.
This classification is responsible for regularly working on tasks which are varied and complex, requiring considerable discretion and independent judgment. Positions in the classification rely on experience and judgment to perform assigned duties. Assignments are given with general guidelines and incumbents are responsible for establishing objectives, timelines and methods to complete assignments. Work is typically reviewed upon completion for soundness, appropriateness, and conformity to policy and requirements.
EXAMPLES OF DUTIES
Management reserves the right within the scope of the classification 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.
Composes, formats, tracks, and prints a variety of documents, reports, correspondence, memoranda, requests for proposals, agreements, contracts, specifications, manuals, statistical charts, spreadsheets, and other documents and materials; types from rough notes, drafts, and brief oral instructions.
Edits, revises, and proofreads materials for accuracy, completeness, compliance with District policies, format, grammar, punctuation, and spelling.
Serves as the point of contact for assigned department; receives, processes, and responds to public records requests, complaints, and other requests for information; researches and organizes information; coordinates resolution to problems and issues.
Explains, interprets, and applies federal, state, and local laws, rules, and regulations, and District policies and procedures relevant to assigned area of responsibility.
Prepares and processes reports, forms, records, applications, and supporting documentation related to assigned area of responsibility.
Verifies and reviews reports, forms, records, and applications for completeness and conformance with established regulations and procedures.
Maintains calendars and makes meeting arrangements; schedules meetings between District staff and other groups or organizations; arranges for necessary set-up of equipment and materials at meetings.
Prepares and coordinates travel and training requests; confirms travel arrangements for conferences and business trips; tracks training attendance and completion; compiles expense reports and prepares staff report.
Serves as recording secretary and provides staff support for assigned committees including preparing, posting, and distributing public hearing notices, agendas, and informational packets, preparing staff reports, coordinating meeting logistics and room set-up, attending meetings, taking and transcribing minutes, and processing action items.
Performs various budget and accounting support work for assigned department, such as monitoring budgets, purchase orders, and account balances; generates purchase orders; processes, assigns account codes, and audits reimbursements, payment vouchers, check requests, and invoices in accordance with District policies and procedures; assists department management and staff in preparation of annual budget documents.
Serves as administrator for assigned department information systems and databases, including setting up and generating reports, setting up files, folders, and views, updating and maintaining access rights to users and user groups, and participating in business and system process design and updates.
Organizes and maintains accurate and detailed databases, electronic and physical files, and records; verifies accuracy of information, researches discrepancies, and records information; ensures compliance with established records retention schedules including archiving, scanning, and destructing files.
Researches, summarizes, and interprets data from various sources and prepares a variety of reports according to established procedures and practices.
Performs a variety of office support duties such as ordering and maintaining office and other related supplies and screening calls, visitors, and incoming mail and email correspondence.
Observes and complies with all District and mandated safety rules, regulations, and protocols.
Performs related duties as assigned.
MINIMUM QUALIFICATIONS
Training and Experience:
Any 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:
Training: Equivalent to the completion of the twelfth grade supplemented by course work in business, economics, statistics, or a related field.
Experience: Four years of highly responsible administrative or complex secretarial experience providing support to a high-level administrator.
KNOWLEDGE & ABILITIES:
Modern office practices, equipment, and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.
Operations, services, programs, policies, procedures, and processes of the department to which the position is assigned.
Organization and function of public agencies, including the role of an elected governing board and appointed boards and commissions.
Business correspondence writing and the standard format for reports, correspondence, agendas, and related documents.
Methods of preparing and processing various records, reports, forms, and other documents specific to assigned department.
Applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
Business arithmetic and basic statistical techniques.
Principles and practices of data collection and record-keeping.
Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and District staff.
The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
Perform varied and responsible administrative and secretarial support work, requiring the use of independent judgment and discretion, with accuracy and speed.
Understand the organization and operation of the District and of outside agencies as necessary to assume assigned responsibilities.
Compose clear and concise reports, correspondence, policies, procedures, and other written materials independently or from brief instructions.
Prepare and process various records, reports, forms, and other documents specific to assigned department.
Make accurate mathematical and statistical computations.
Establish and maintain a variety of filing, record-keeping, and tracking systems.
Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
Effectively use computer systems, software applications, databases, and modern business equipment to perform a variety of work tasks.
Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
Demonstrate understanding of, sensitivity to, and respect for the diverse socio-economic, racial, ethnic, religious, and cultural backgrounds, diverse abilities, gender, gender identity and expression, and sexual orientation of District staff and communities served.
ADDITIONAL INFORMATION
PHYSICAL DEMANDS
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. Standing and walking between work areas are 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 bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.
ENVIRONMENTAL ELEMENTS
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may work in the field and may be exposed to loud noise levels, cold and hot temperatures, inclement weather conditions, vibration, chemicals, mechanical and/or electrical hazards, hazardous physical substances and fumes, dust, and air contaminants.
Written Examination: TBD
In addition to a competitive salary, for regular-status, non-temporary positions, the Contra Costa Water District offers an excellent benefits package!
International Federation of Professional and Technical Engineers, Local 21 benefits include:
FULL-TIME BENEFITS ARE LISTED BELOW (PART-TIME BENEFITS ARE PRORATED PER THE MOU):
Location : Concord, CA
Job Type: Temporary
Job Number: 537 - AO - 2023
Department: Human Resources
Division: Human Resources
Opening Date: 12/28/2023
Closing Date: 1/11/2024 5:00 PM Pacific
GENERAL JOB FUNCTION
Contra Costa Water District (CCWD) is an innovative leader in water management and provides employees with a fast-paced and stable work environment that encourages professional growth and development.
Contra Costa Water District is recruiting for a temporary administrative support position, in the clerical temporary pool, not to exceed 1,000 hours in a fiscal year.
Temporary Clerical Pool assignments will vary in length and duties depending on department need. Depending on assignment the duration may be in increments of days, weeks or months. Typically, these assignments cover planned vacations, holidays, short notice assignments, long and short-term leaves, pending recruitments, and special projects. The position is non-benefited, and the level of pay varies based on the duties performed and the assigned job classification.
Job Classifications for temporary assignments:
- Management Assistant
- Office Assistant
- Senior Office Assistant
- Safety: We provide, as a top priority, a safe and healthful work environment for our team.
- Trust: We protect the public trust with uncompromising integrity, commitment to our professional standards, full transparency, and fairness in all our business dealings.
- Responsibility: We take ownership for our results and deliver on our performance outcomes to responsibly serve our customers, our community, and our planet.
- Exceptional Service: We value our customers, act in their best interest, and take pride in delivering personalized service.
- Employee Success: We share a meaningful sense of purpose in an environment that strives to offer professional growth, diversity, inclusivity, and work-life balance.
- Teamwork: We engage in respectful, collaborative, trust-based relationships at all levels within the organization and with our business partners.
- Continuous Improvement: We continuously seek opportunities to optimize our business practices and assets by engaging the expertise of our employees and embracing innovation.
- Recognition: We reward the positive contributions of our employees at the organization, team, and individual levels.
- Communication: We strive for open, effective dialogues at all levels of the organization to ensure input is valued and considered and reasons for decisions are explained.
- Skilled with computer programs, especially Microsoft products
- Flexible/Adaptable
- Organized
- Skilled at juggling multiple tasks
- Composed under stress
- Able to build and maintain positive working relationships
What you will typically be responsible for:
- Providing administrative support to management, as well as other team members
- Scheduling meetings
- Preparing and routing documents and correspondence, including Board Dockets and Agreements
- Fielding phone calls
- Processing purchase orders and invoices
- Managing District records (hard copy and electronic)
A few reasons you might enjoy this job:
- Each assignment brings a variety of work challenges, opportunities, and rewards
- Gain an understanding of various departments throughout CCWD
- Variable schedule
The following will also benefit candidates with a few of the unique challenges related to this job:
- Competing deadlines
- Adapting to different CCWD locations and workstations
- Support different managerial styles based off assignments
FLSA: Non-Exempt
Bargaining Unit: Local 21
Under direction, performs a variety of administrative and office support duties of considerable complexity requiring thorough knowledge of assigned department, its procedures, and operational details; provides information to the public and staff; and performs related duties as assigned.
Receives direction from assigned supervisory or management personnel. Exercises no direct supervision over staff.
This classification is responsible for regularly working on tasks which are varied and complex, requiring considerable discretion and independent judgment. Positions in the classification rely on experience and judgment to perform assigned duties. Assignments are given with general guidelines and incumbents are responsible for establishing objectives, timelines and methods to complete assignments. Work is typically reviewed upon completion for soundness, appropriateness, and conformity to policy and requirements.
EXAMPLES OF DUTIES
Management reserves the right within the scope of the classification 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.
Composes, formats, tracks, and prints a variety of documents, reports, correspondence, memoranda, requests for proposals, agreements, contracts, specifications, manuals, statistical charts, spreadsheets, and other documents and materials; types from rough notes, drafts, and brief oral instructions.
Edits, revises, and proofreads materials for accuracy, completeness, compliance with District policies, format, grammar, punctuation, and spelling.
Serves as the point of contact for assigned department; receives, processes, and responds to public records requests, complaints, and other requests for information; researches and organizes information; coordinates resolution to problems and issues.
Explains, interprets, and applies federal, state, and local laws, rules, and regulations, and District policies and procedures relevant to assigned area of responsibility.
Prepares and processes reports, forms, records, applications, and supporting documentation related to assigned area of responsibility.
Verifies and reviews reports, forms, records, and applications for completeness and conformance with established regulations and procedures.
Maintains calendars and makes meeting arrangements; schedules meetings between District staff and other groups or organizations; arranges for necessary set-up of equipment and materials at meetings.
Prepares and coordinates travel and training requests; confirms travel arrangements for conferences and business trips; tracks training attendance and completion; compiles expense reports and prepares staff report.
Serves as recording secretary and provides staff support for assigned committees including preparing, posting, and distributing public hearing notices, agendas, and informational packets, preparing staff reports, coordinating meeting logistics and room set-up, attending meetings, taking and transcribing minutes, and processing action items.
Performs various budget and accounting support work for assigned department, such as monitoring budgets, purchase orders, and account balances; generates purchase orders; processes, assigns account codes, and audits reimbursements, payment vouchers, check requests, and invoices in accordance with District policies and procedures; assists department management and staff in preparation of annual budget documents.
Serves as administrator for assigned department information systems and databases, including setting up and generating reports, setting up files, folders, and views, updating and maintaining access rights to users and user groups, and participating in business and system process design and updates.
Organizes and maintains accurate and detailed databases, electronic and physical files, and records; verifies accuracy of information, researches discrepancies, and records information; ensures compliance with established records retention schedules including archiving, scanning, and destructing files.
Researches, summarizes, and interprets data from various sources and prepares a variety of reports according to established procedures and practices.
Performs a variety of office support duties such as ordering and maintaining office and other related supplies and screening calls, visitors, and incoming mail and email correspondence.
Observes and complies with all District and mandated safety rules, regulations, and protocols.
Performs related duties as assigned.
MINIMUM QUALIFICATIONS
Training and Experience:
Any 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:
Training: Equivalent to the completion of the twelfth grade supplemented by course work in business, economics, statistics, or a related field.
Experience: Four years of highly responsible administrative or complex secretarial experience providing support to a high-level administrator.
KNOWLEDGE & ABILITIES:
Modern office practices, equipment, and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.
Operations, services, programs, policies, procedures, and processes of the department to which the position is assigned.
Organization and function of public agencies, including the role of an elected governing board and appointed boards and commissions.
Business correspondence writing and the standard format for reports, correspondence, agendas, and related documents.
Methods of preparing and processing various records, reports, forms, and other documents specific to assigned department.
Applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
Business arithmetic and basic statistical techniques.
Principles and practices of data collection and record-keeping.
Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and District staff.
The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
Perform varied and responsible administrative and secretarial support work, requiring the use of independent judgment and discretion, with accuracy and speed.
Understand the organization and operation of the District and of outside agencies as necessary to assume assigned responsibilities.
Compose clear and concise reports, correspondence, policies, procedures, and other written materials independently or from brief instructions.
Prepare and process various records, reports, forms, and other documents specific to assigned department.
Make accurate mathematical and statistical computations.
Establish and maintain a variety of filing, record-keeping, and tracking systems.
Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
Effectively use computer systems, software applications, databases, and modern business equipment to perform a variety of work tasks.
Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
Demonstrate understanding of, sensitivity to, and respect for the diverse socio-economic, racial, ethnic, religious, and cultural backgrounds, diverse abilities, gender, gender identity and expression, and sexual orientation of District staff and communities served.
ADDITIONAL INFORMATION
PHYSICAL DEMANDS
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. Standing and walking between work areas are 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 bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.
ENVIRONMENTAL ELEMENTS
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may work in the field and may be exposed to loud noise levels, cold and hot temperatures, inclement weather conditions, vibration, chemicals, mechanical and/or electrical hazards, hazardous physical substances and fumes, dust, and air contaminants.
Written Examination: TBD
In addition to a competitive salary, for regular-status, non-temporary positions, the Contra Costa Water District offers an excellent benefits package!
International Federation of Professional and Technical Engineers, Local 21 benefits include:
FULL-TIME BENEFITS ARE LISTED BELOW (PART-TIME BENEFITS ARE PRORATED PER THE MOU):
- Employer-paid medical, dental, vision, and life insurance
- Employer-paid short term and long term disability insurance
- Voluntary participation in the Flexible Spending Accounts for dependent care and healthcare reimbursements
- Flexible Benefit of $50 per month; equating to $600 per year
- Voluntary participation in the 401(a)...
