Office Assistant I/II/III

Perform routine administrative and secretarial duties under immediate supervision for the Sweetwater Authority (Authority) Engineering and Operations Department.

Department

: Engineering and Operations

Disclaimer

The specific statements shown in each section of this job description are not intended to be all-inclusive. They represent typical elements and criteria necessary to successfully perform the job.

- Assist with creating, revising, and inputting various administrative documents such as work orders, contracts, specifications, memoranda, letters, purchase requisitions, bid documents, Request for Proposals (RFP), statistical and general reports.

- Assist with producing correspondence, transmittals, faxes, memos, forms, and legal documents.

- Assist with posting/uploading documents to the Authority’s website.

- Assist with the review, application, and purchase of City and County utility permits.

- Proofread documents from Engineering and Operations and other departments; edit, revise, and ensure technical and grammatical accuracy.

- Maintain extensive department files, databases, books, reference manuals, and reports conducting research and compiling data.

- Provide support and assistance as needed with the preparation of bid documents for external contractors and consultants; including addenda, plan holder’s list, electronic bid postings, pre-bid meeting minutes, notice of award documents, rejection letters, process of contract documents for legal counsel approval, and the preparation of Notice to Proceed and Notice of Award letters.

- Escort the storage vendor representative to each shred bin located at the Administration Building to replace the full bin with an empty bin.

- Receive and distribute incoming mail; receive, send and distribute interoffice mail for the Authority’s courier; assemble, weigh, and apply postage to outgoing Authority business mail for USPS pickup.

- Perform as the Engineering and Operations Receptionist in an efficient and courteous manner, screen calls and visitors; refer inquiries from contractors, consultants, engineers, and others as appropriate; respond to complaints from the public and requests for information regarding the intent of instructions, precedents, and regulations.

- Perform other general duties, such as: make routine appointments, arrange conferences, and meetings; transcribe dictation from rough drafts or digital recordings; make deliveries/pickups; use photocopier and fax machine; receive and distribute mail; order office supplies; attend computer training classes, as required; prioritize workload.

- Send and receive radio messages for field employees.

- Establish and maintain effective working relationships with co-workers, customers, vendors, Board members, and the public.

- Perform other duties of a similar nature or level.

Knowledge of:

- Modern office procedures and practices, equipment, and clerical techniques.

- Computer programs and software, such as Microsoft Office.

- Proper English usage, including spelling, grammar, and punctuation.

Ability To

- Perform routine clerical work.

- Understand and carry out oral and written directions.

- Deal with the public tactfully; follow written and oral instructions.

- Operate a computer and related software applications.

- Learn office methods, procedures, rules, and policies.

- Learn to operate office machines, including word processing equipment, digital recorder, copy and fax machines, and calculators.

- Learn to use computer programs and software, such as Microsoft Office, project tracking software, and Geographical Information System (GIS).

- Learn principles and practices of business communication.

- Learn database management principles

- Learn to conduct research of existing records including the use of the Internet.

- Communicate clearly and concisely, both orally and in writing.

- Keyboard at a corrected speed of forty-five (45) words per minute.

- Perform receptionist duties in an efficient and courteous manner.

- Use interpersonal skills effectively as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction.

Education/Training/Experience

(positions in this class typically require) :

Required

Any combination equivalent to experience and education that could likely provide the required knowledge and abilities would be qualifying. A typical way to obtain the knowledge and abilities would be:

- Equivalent to completion of the twelfth grade, preferably supplemented by courses in business practices, keyboarding, and computer applications.

- One (1) year of increasingly responsible clerical experience, or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job, such as those listed above.

Licenses/Certifications – Required Conditions of Employment and

Physical Requirements

:

- Possess and maintain a valid California Class C Driver License.

- Maintain an acceptable, safe, and active driving record, together with proof of insurability.

- Obtain within one (1) year of hire date, a Notary Public Commission.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the following essential functions:

- Hear normal conversation in person and on the telephone.

- Mobility of arms to reach, and the dexterity of hands to grasp and manipulate small objects and to write legibly.

- Visual ability (which may be corrected) to read small print and video messages, including good peripheral vision and depth perception.

- Speak in a normal voice; able to be heard and understood on the telephone, in person, and to communicate clearly and concisely, both orally and in writing.

- Sit or stand for prolonged periods of time.

- Mobility to stand, stoop and bend.

- Use office equipment such as personal computers, copiers and fax machines.

- Operate standard passenger vehicles.

- Lift, carry, push or pull up to twenty-five (25) pounds.

- Keyboarding for extended periods of time.

- Fingering, grasping, talking, hearing, seeing, and repetitive motions.

- Use of step ladder to file and re-file documents.

Working Hours

:

- 8:00 AM - 5:00 PM, Monday through Friday or, as assigned by the supervisor.

Other Conditions

:

It is important that incumbents in this position maintain a professional and businesslike image to the public at all times:

- A neat, clean and pressed appearance in clothing, hair and personal hygiene is important every day.

- Good judgment is expected in determining proper dress and appearance.

- All facial hair must be kept neat and trimmed.