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Administrative Assistant Ii Jobs

Company

Delta Diablo Sanitation District
Address ,
Employment type FULL_TIME
Salary $6,486 - $7,884 a month
Expires 2023-09-09
Posted at 9 months ago
Job Description
Essential Function

Responsible for performing a wide variety of general administrative support work and routine secretarial and clerical duties in conformance with established procedures.

Distinguishing Characteristics

This is a journey-level administrative clerical classification within the Administrative Assistant job series. This position is distinguished from the Administrative Assistant I position by performance of work at a more advanced administrative level. Incumbents are expected to perform a wide variety of administrative and office support duties with minimal instruction or assistance.
SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from the Office Manager/Secretary to the Board. May receives functional supervision from the General Manager, Deputy General Manager, other managers and the Senior Administrative Assistant/Records Specialist. Incumbents may assist in training subordinate or contract office support personnel.

Primary Duties

1) Routine Tasks and Documentation:
  • Perform a wide variety of general secretarial duties, including filing, copying materials, assembling documents, handling phones, and ordering office supplies and materials. Code invoices and expense reports to appropriate accounts for payment.
  • Operate a variety of office machines including computer equipment, multi-line phone system, mobile phones, radios, postage meters, microfiche, fax machines, and printer/photocopy machines.
  • Call for service on all office machines and maintain service logs. Review service agreement invoices for accuracy and approve and code for payment.
  • Record, update, sort and retrieve information from electronic and hardcopy logs, files and databases including document and visitor logs, equipment records, and central office inventories of equipment and supplies.
  • Attend meetings and take minutes in writing or by recording device; transcribe notes; prepare final copy in accurate and appropriate format.
  • Update resource materials and maintain a variety of manuals and procedures.
  • Create, edit, type, and/or proof a variety of documents including reports, memoranda, letters, meeting minutes, contracts, bids, work orders, requisitions, spreadsheets, and databases following standard District format.
  • Receive, sort, and distribute incoming and outgoing correspondence and transport mail to Post Office when necessary.
2) 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 persons to respond to their needs.
  • Assist in scheduling, organizing and coordinating meetings, events, conferences and training, including order and pickup of refreshments and assembling meeting materials or travel documents.
  • Follow standard operating procedures for receiving, documenting, and notifiying designated staff of sewer service, street sweeping, odor control, and customer concern calls.
3) Records Management:
  • Code, sort, punch and file hardcopy documents in appropriate files.
  • Research, code, create, update, maintain, locate and retrieve information in electronic records management system. Retrieve files from central records storage system, engineering/construction files, and boxed file storage. Set up new files. Train and assist others in locating information and using records management system.
OTHER ASSIGNED DUTIES
Assists in special administrative projects such as researching, verifying, and correcting historic or current records, and compiling information for various reports. Research new equipment or services and draft Scopes of Work and/or specifications for others' review and approval. 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. May coordinate and prioritize Work Requests for Administrative Assistants in the absence of a senior Administrative Assistant.
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:
  • Operate District standard software including wordprocessing, spreadsheet and database applications.
  • Exercise diplomacy and tact in contacts with the public.
  • Exhibit a high customer service priority in contacts with others.
  • Interpret and apply District policies, procedures, and rules.
  • Operate automobiles and electric carts.
  • Transcribe verbal recorded information and produce documents in prescribed formats.
  • Types accurately at a rate of 45 words per minute and operate word processing software at an intermediate level.
  • Work independently and solve problems within general procedures.
  • Provide verbal and written information to a wide variety of people and officials.
  • Understand and carry out oral and written directions.
  • Compose a variety of correspondence, reports, and memoranda from general instruction or written procedure.
  • Work cooperatively with other departments, outside agencies, and the public.
  • Organize information and data, apply standardized formats and produce final copy.

Qualifications

A combination of training and experience which demonstrates that a person has obtained the required knowledge and is able to perform the required work (with reasonable accommodation, if needed). A person with the following combined training and experience would typically qualify to compete in a selection process:
EDUCATION: High School Diploma or equivalent, supplemented by college courses or an accredited training program in business or office administration or related field.
EXPERIENCE: Two (2) years of full-time paid work experience in a centralized, public contact administrative office environment involving the production of administrative documents and maintenance and production of technical files and materials including the use of personal computers with standard computer software applications including MS Word, Excel, Access and PowerPoint.

Physical Demands and Working Conditions

  • Occasionally reach overhead and/or ascend and descend 2-step ladder or stool in the performance of job duties, including but not limited to accessing or retrieving files, paperwork or binders and related items from upper shelves and storage areas.
  • Frequent sitting for prolonged periods while operating telephone system and computer; intermittently twisting and reaching to operate other equipment and access resource materials..
  • Periodic kneeling, bending and/or stooping in the performance of job duties, including but not limited to the retrieval or placement of documents, files and/or boxes on and off lower shelves, drawers or ground level.
  • Regularly transport, lift and safely handle objects weighing up to twenty-five (25) pounds.
  • Work in normal office environment with controlled lighting and ventilation and moderate noise levels.
  • Exposure to a variety of weather conditions, i.e. heat, cold, and/or rain, etc.
  • Regularly stand for sustained periods of time while intermittently twisting and/or reaching.

Required Licenses, Certifications and Registrations

A valid California State Class C Drivers' License must be maintained at all times. Continued maintenance of valid driver's license in compliance with established District vehicle operations standards, and the ability to be insured for the operation of a vehicle/District vehicle in accordance with the terms and conditions of the District's insurance program are conditions of continued employment.

Employment Conditions

Fair Labor Standards Act Classification: Non-Exempt, classification qualifies for overtime compensation in accordance with federal and state wage and hour laws

Collective Bargaining Representation Unit: Professional and Technical Bargaining Unit

Job Specifications Approved by: Board of Directors on 01/09/2002
Appointment and Removal Authority: General Manager
Amended & Approved by: General Manager on 3/5/2013


BENEFITS OF EMPLOYMENT

In addition to providing challenging and interesting career positions, the District offers a comprehensive benefit package, which includes:

Healthcare Insurance: The District contracts with CalPERS to provide medical coverage to qualified employees, their eligible spouse/registered domestic partner, and/or dependent children through the Public Employees’ Medical and Hospital Care Act (PEMHCA) and pays the monthly premium up to 100% of the Kaiser rate for each respective coverage category (employee only, employee + 1, or employee + family). Employees will be required to pay, via pretax payroll deductions, the excess premium amount when electing a healthcare provider whose premium exceeds the Kaiser rate. All employees must enroll in the District’s dental plan.

Dental and Vision Insurance: The District provides vision and dental coverage for qualified employees, their eligible spouse/registered domestic partner, and/or dependent children, and pays 100% of the premium.

SS and SDI: The District participates in the federal Social Security (6.2% - FICA and 1.45% - Medicare) and State Disability Insurance (SDI) programs.

Life Insurance: The District provides fully paid basic life and accidental death & dismemberment insurance equal to the employee’s salary as of January 1 of each year. The District also provides Long Term Disability coverage and an Employee Assistance Program.

Flexible Spending and Dependent Care Accounts: Employees may contribute to a Flexible Spending Account (FSA) or a Dependent Care Spending Plan (DCSP) on a pre-tax basis to assist with the cost of eligible expenses.

Retirement: The District participates in the California Public Employees’ Retirement System (CalPERS) as follows:
  • Employees hired after June 30, 2012, and employees hired on or after January 1, 2013, with reciprocity recognized under CalPERS are provided a retirement benefit of 2% at age 55 formula with the three-year final average compensation period, as defined by CalPERS in Government Code Section 20037. These employees shall pay 100% of their seven percent (7%) employee member contribution on a pre-tax basis.
  • Employees (PEPRA) hired after December 31, 2012, without reciprocity recognized under CalPERS are provided a retirement benefit of 2% at age 62 formula with the three-year final average compensation period, as defined by CalPERS in Government Code Section 20037. These employees shall pay 50% of the total normal cost (PEPRA Member Contribution Rate) as determined annually by CalPERS on a pre-tax basis.

Retiree Medical*: Under the terms of the MOU, the District contracts with CalPERS to provide post-employment medical coverage to qualified employees, their eligible spouse/registered domestic partner, and/or dependent children in accordance with the requirements of CA Government Code Section 22893 as follows:

Employees hired after October 15, 2022
  • The Medical Benefit will be equal to the Minimum Employer Contribution (MEC) established annually by CalPERS.
  • Retirees must enroll in a Medicare supplemental insurance plan through CalPERS when they become eligible. CalPERS requires that employees pay their Social Security premium for Medical Part B coverage to remain enrolled in a CalPERS Medicare health plan.

Retiree Health Savings Account: The District provides employees a MissionSquare retiree health savings account (a health reimbursement arrangement as described in Internal Revenue Service Notice 2002-45). Employees may withdraw benefits from the plan upon separation from District employment per the requirements of the plan. The Union may set or adjust the employee contribution amount annually.

The District shall make contributions to a MissionSquare account in the amount of one hundred dollars ($100.00) per pay period for employees hired after October 15, 2022.

Deferred Compensation: Eligible employees may participate in the District’s 401(a) and 457(b) programs. Employees who participate in the program are eligible to receive a matching contribution up to 4% into their 401(a).

Leave Allowance: Vacation accrual begins with 10 days and increases to a maximum of 25 days annually; 96 hours of sick leave annually; and 11 paid holidays annually. 24 hours of Floating Holiday is credited to employees on July 1 annually (prorated for new hires) and is forfeited if unused by the end of the fiscal year. For eligible employees, 40 hours of Administrative Leave is credited to employees on July 1 annually (prorated for new hires) and is forfeited if unused by the end of the fiscal year.

Sick Leave Sell Back: Employees may sell back sick leave hours exceeding 40 hours in the year that it was accrued up to a maximum sell back of 40 hours of sick leave per year. Sick leave sell back will be paid out in the final paycheck of thee calendar year.

Vacation Maximum Accrual: The maximum annual carryover is 400 hours. Any hours earned in excess will be paid out in the final paycheck of the calendar year.

Comp Time: An employee may cash out Comp Time hours twice per year, with at least two-weeks advance notice to payroll. The balance of Comp Time hours will be paid out to the employee on the last paycheck of the calendar year.

Other Health and Wellness: The District participates in a variety health and wellness activities throughout the year, which includes but is not limited to blood pressure checks, flu vaccinations, fitness/wellness competitions, wellness information sessions, etc. The District also reimburses staff up to $81 quarterly for gym memberships and/or weight loss programs.

**Information concerning additional benefits, such as tuition reimbursement, catastrophic leave, etc. can be found in the Memorandum of Understanding (MOU) between Delta Diablo and the Professional and Technical Bargaining Unit.

Disaster Service Worker: Employees of Delta Diablo are, by State and Federal law, Disaster Service Workers. In the event of a declaration of emergency, any employee may be assigned activities that promote protection of public health and safety or the preservation of lives and property, either at the District or within the local or their own community pursuant to State Government Code Sections 3100-3109.

Other Important Employment Information: Employees of Delta Diablo are required to maintain a valid California State Class C license. Continued maintenance of valid driver's license, and the ability to be insured for the operation of a vehicle/District vehicle in accordance with the terms and conditions of the District's insurance program are conditions of continued employment.

Equal Opportunity: All aspects of employment and promotion shall be without regards to sex, physical handicap, race, religious creed, color, national origin or age. The District encourages applications from qualified minorities and women interested in employment with the District. Reasonable accommodations are accessible to all individuals as part of the recruitment process. Applicants requesting an accommodation should submit their requests to Human Resources.

All final candidates for employment with the District are subject to a background check. Acceptance of an employment offer is contingent upon successfully passing a District pre-employment physical examination and drug screen.