Executive Assistant

DESCRIPTION
Padre Dam Municipal Water District is looking for an outgoing, experienced Executive Assistant with a strong work ethic and effective communication skills to join our dynamic team

Under direction of the CEO/General Manager and/or Executive Services Manager, assists in supporting and administering operations of the Executive Office.  Duties include, but are not limited to the following: performs at an advanced professional level and performs diverse, complex and confidential administrative support functions requiring independence, initiative and discretion, and working knowledge of Padre Dam’s and the East County AWP Joint Powers Authority’s (JPA) organizational operating policies and procedures; supports the CEO/General Manager and Executive Services Manager who serves in the capacity of Board Secretary to Padre Dam’s and the JPA’s Board of Directors; participates in the preparation of agenda packets, reports, supporting documents and minutes; may serve in the capacity as acting Board Secretary in her or his absence; interprets and maintains policies and procedures for Padre Dam and the JPA; participates in the implementation of the District’s records management program and the development and implementation of the Electronic Content Management Software; assists with responses to Public Records Requests; schedules meetings and special events; makes reservations and travel arrangements for meetings, conferences, etc.; prepares and processes documents such as purchase orders, invoices and time sheets.

The Ideal Candidate for this position will have experience with OnBase Unity (Document Management) and OnBase Agenda and at least five years of progressively responsible administrative experience supporting a Governing body and/or an Engineering Department.
 
 This is NOT an entry level position.
ESSENTIAL DUTIES
Grade
26
Grade
28
Duty
No.ESSENTIAL DUTIES: (These duties are a representative sample and are not intended to be all-inclusive. They represent typical elements and criteria necessary to successfully perform the job.)CP1.Provides support primarily to the Executive Office and periodically provides support to various departments to ensure administrative coverage to support the District’s Mission.CP2.Recommends and assists in the implementation of department goals and objectives; assists with special projects providing leadership and guidance to administrative support staff in order to serve the needs of the department.     May establish schedules and methods for providing support services; may assign work activities to administrative staff.  CP3.May act as a primary point of contact for department by directing calls and by assessing the urgency and importance of situations to take appropriate action. Coordinates with others as necessary to obtain the required information, may respond directly to inquiries and resolve complaints within the scope of information and authority and/or refer to others as appropriate.CP4.Assist with coordination and preparation of agenda packets and supporting documents, agenda distribution, hybrid meeting logistics for Padre Dam and the East County AWP Joint Powers Authority (JPA); coordinates related presentations with staff and combine/proof final master presentation; attends Board or Committee meetings as required; takes and transcribes minutes; in the absence of the Executive Services Manager, coordinates and prepares agenda packets ensuring compliance with the Brown Act, consulting with Legal Counsel as needed.CP5.Coordinates work with management and other staff to ensure a high performance, customer service-oriented work environment in support of achieving the District’s goals and objectives.CP6.Provides information and assistance to Board members, customers by interpreting departmental and Padre Dam or JPA policies and procedures, consulting with the Executive Services Manager as needed.  PP7.Prepares a variety of correspondence and documents such as letters, agenda items, request for proposals, minutes, resolutions, ordinances, reports, forms, PowerPoint presentations and other documents ranging from routine to complex; proofreads and checks for accuracy and compliance with District policies, procedures and branding guidelines.CP8.Assists with maintaining and coordinating updates to Padre Dam Policies and Procedures and Rules and Regulations and East County AWP Policies and Procedures, and related public notices if applicable.PP9.Assists with gathering data and records for Public Records Act requests on behalf of Padre Dam and the East County AWP JPA; coordinates with departments and legal counsel as necessary.CP10.Coordinates the filing of Statements of Economic Interest and campaign financing statements and reporting; notifies affected parties of FPPC requirements and deadlines and answers general questions regarding filing issues. Assists in the biennial review of Padre Dam’s and the JPA’s Conflict of Interest Code and other related duties as prescribed by the FPPC.  CP11.Participates in departmental budget preparation and budget monitoring activities. PP12.Prepares and processes documents such as purchase orders, payments, petty cash, deposits, invoices, expense reports, tuition reimbursements and time sheets, adhering to Padre Dam’s policies and procedures.PP13.Conducts research, collects, compiles, analyzes information from various sources on a variety of topics; prepares reports that interprets data and make appropriate recommendations.PP14.Schedules appointments and coordinates meetings for department heads; makes reservations for conferences and seminars and makes travel arrangements for District employees as needed.CP15.Plans, organizes, coordinates, and/or participates in internal and external events as needed.CP16.Assists with updating and implementing the District’s records management program and software, provides records management leadership, trains employees and maintains records in accordance with record retention policies; Works with outside consulting resources and collaborate with IT and other staff involved in the development.CP17.Supports and promotes the philosophy of continuous improvements; proactively reviews and evaluates work methods, procedures and policies and recommends changes to achieve greater productivity and/or to comply with new legal or regulatory requirements; meets with staff and/or management to develop effective methods and techniques for accomplishing objectives; prepares updates to policies and procedures, implements improvements, and provide training to staff as needed. CP18.Assists with preparation and administration of contracts, to include CIP construction contracts, consultant’s agreements; reviewing and maintaining bonds and insurance certificates for projects; preparing payment requests; amending change orders and contracts; and providing data to auditors. Answers questions and resolves issues regarding Padre Dam’s and the JPA’s policies for contracts, bonding and insurance requirements and consults with the Executive Services Manager, Safety & Risk Manager or Legal Counsel as needed.CP19.Assist Engineers/Project Managers with the solicitation of external contractors and consultants for the District and the JPA, including competitive bidding, by finalizing and publishing bid/RFP/RFQ documents and addenda on the District website and in the paper, if applicable, in compliance with District and JPA policies; collect bids/RFP/RFQs received and upload to document management system; attend/provide support for hybrid formal bid openings; verify lowest responsible bidder registration with Department of Industrial Relations (DIR) and insurance and bond documents comply with contract requirements; finalize and obtain signatures on construction contracts; register projects with DIR, prepare and transmit related correspondence including Notice of Award, Notice to Proceed and timely recording and distribution of Notice of Completion.CP20.Monitor and updated department website content and maintains Stream (Intranet) Libraries for departmentPP21.Researches and orders supplies, furniture and equipment as needed.CP22.Performs routine duties independently, setting priorities and scheduling own work. Exercises independent judgment and discretion in performing tasks.PP23.Performs duties in a professional manner and works well with others or in a team setting.CP24.Performs general end-user and system configurations on the District’s Agenda Management and Electronic Content Management (OnBase) software systems and coordinates back-end configurations with IT staff; Provides technical support to staff as needed due to time sensitive tasks. Coordinates with IT staff or Hyland/OnBase support as needed to address more complex issues. Participates in testing and troubleshooting during system upgrades.CP25.Provides assistance and training to new employees on administrative support practices, policies, and procedures including use of applicable software; provides training to administrative support staff on agenda report preparation and District administrative practices. PP26.Maintains cooperative working relationships with the management, board members, vendors, contractors, co-workers, and the public using principles of good customer service.CC27.Performs other duties of a similar nature or level.
(C) Competent–Having requisite or adequate ability or qualities.
(P) Proficient–A thorough competence derived from training and practice.

Grade 26 is an entry-level classification for the Executive Assistant.  Initially under supervision, incumbents learn and perform routine office administrative and secretarial support functions. As experience is gained, assignments become more varied, complex, and difficult; review of work lessens as an incumbent demonstrates skill to perform the work independently. Positions at this level usually perform most of the duties required of the position in Grade 28 but are not expected to function at the same skill level and usually exercise less independent discretion and judgment in matters related established work procedures and methods. Exceptions or changes in procedures are explained in detail as they arise. Grade 28 is fully qualified journey-level classification for the Executive Assistant. Incumbent at this level performs the full range of duties as assigned, working independently and exercising judgment and initiative. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the departmental operating procedures and policies and have a strong understanding of the District’s and JPA’s policies and procedures.  
KNOWLEDGE, SKILLS, TRAINING, EXPERIENCE & LICENSING
Knowledge of:

1. Modern office practices and equipment.
2. Principles and practices of public administration, including budgeting, purchasing and records management and retention programs.
3. Strong computer skills and aptitude to master the District’s Electronic Content Management Software.
4. Proficient in MS Office 365 Suite and Adobe Acrobat Professional.
5. Business communication skills and correct use of the English language including spelling, grammar and punctuation. 
6. Strong customer service skills in dealing with members of the public and co-workers.
7. Work independently in the absence of supervision.
8. Problem-solve and make informed decisions within bounds of authority.
9. District policies and legal requirements related to public meeting laws and notifications applicable to the functions and operations of the Board. 
10. Legal requirements applicable to public records requests, retention of records and conflict of interest and disclosure requirements.
11. Analyze situations carefully, employ good judgment and make sound decisions in accordance with established procedures and policies.
12. Information Management including developing and maintaining organized and complex filing systems. 
13. Project coordination and assisting with special projects or initiatives.
14. Research and analysis on various topics to support decision making by management.
15. General knowledge of the principles and practices of public contract administration including terminology, laws and regulations is preferred.

Skills/Abilities:

1. Communicate clearly and effectively, both verbally and in writing.
2. Demonstrate strong attention to detail and follow up.
3. Demonstrate excellent organizational and prioritization skills. 
4. Using computers and related software applications, including competent use of Microsoft Office Suite and Adobe Acrobat Professional.
5. Demonstrating communication and interpersonal skills as applied to interaction with coworkers, supervisor, the public, etc., sufficient to exchange or convey information and to receive work direction.
6. Perform a diverse range of administrative support and meet critical deadlines.
7. Maintain effective working relationships with all levels of district management, board members, representatives of other water agencies, elected and appointed governmental officials, employees and the public.
8. Effectively performing highly detailed work on multiple, concurrent tasks.
9. Effectively working under intensive and constantly changing deadlines and interact with those encountered in the course of work.
10. Understand established policies and procedures and interpret to employees and the public.
11. Maintain professional composure. 
12. Maintain confidential and sensitive information with discretion.
13. Research, compile and interpret a variety of information and make appropriate recommendations.
14. Maintaining file systems.
15. Making travel arrangements.
16. Using office equipment such as copiers and scanners.

Training/Experience Required:

1. High School Diploma or General Equivalency Diploma (G.E.D.) supplemented by specialized administrative assistant, business office and/or business management training. Or Associate’s Degree in business, accounting, finance, public administration, human resources, communications or other related field.
2. Five years of work experience performing progressively responsible administrative experience related to area of assignment.

Licensing Requirements:

1. Valid California Driver’s License.
2. Maintain an acceptable, safe, and active driving record, together with proof of insurability.
3. Board Secretary Certification from the California Special Districts Association is preferred or must be achieved within two years.

SUPPLEMENTAL INFORMATION
If you are selected to move forward in the process, you may be invited to written testing at the beginning of October. Interviews for this position will be held mid to late October.

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