Department Assistant
2 months ago
**Description**:
- ** Professional & Technical Expertise**:
- _ Administrative_: Experience with managing calendars, editing content, strong telephone etiquette, distributing correspondence, and reconciling expenses.
- _ Public Affairs_: Experience supporting community outreach events and editing communications materials.
- ** Action & Results Focus**: Be self-motivated, focused on completion, and avoid overcomplicating a task.
- ** Attention to Detail**: Shows thoroughness in adhering to work quality.
- ** Oral Communication**: Presents information in a clear and organized manner.
- ** Customer Focus**: Attends to the needs and expectations of customers.
- ** Teamwork**: Does whatever is needed to make the team a success.
- ** Adaptability**: Adjusts quickly to changes in assignments and priorities, willing to work occasional irregular hours on evenings and weekends to support District events.
About Our District
Mesa Water is an independent, top-performing special district, located in Costa Mesa, California, which is just minutes away from the coast, and home to a vibrant community in the heart of Orange County, including top schools, businesses, restaurants, and landmarks such as Segerstrom Center for the Arts, OC Fair & Event Center, South Coast Plaza, and more. At Mesa Water, you’ll be part of an award-winning agency that provides 100% local and reliable groundwater to more than 110,000 residents and businesses throughout Costa Mesa, parts of Newport Beach, and unincorporated areas of Orange County. Mesa Water is the only water district in the county to provide its community with water sourced entirely from local groundwater supplies.
**The Position**:
**DEFINITION**
Under general supervision, performs a full range of responsible secretarial, advanced clerical, and routine administrative and programmatic work of a general or specialized nature in support of assigned department manager(s) and staff.
**SUPERVISION RECEIVED AND EXERCISED**
Receives supervision from Public Affairs Manager. Exercises no direct supervision over staff.
**CLASS CHARACTERISTICS**
This is the fully qualified classification in the administrative series. Positions at this level are distinguished from the Office Assistant by the performance of 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 operating procedures and policies of the work unit. Incumbents may provide technical or functional direction to lower-level support staff.
**Representative Duties**:
- Assists with District social media account management by loading content into media management system, monitors comments and assists with responses.
- Assists with implementing new customer welcome program by preparing welcome bags, making welcome phone calls, and mailing postcards to new customers.
- Coordinates logistics of membership and sponsorship activities by providing materials to third parties.
- Monitors and procures Public Affairs branded items (SWAG) inventory.
- Prepares and distributes correspondence to elected and appointed officials on behalf of Mesa Water officials and representatives.
- Prepares and distributes quarterly newsletter to Orange County’s special districts and ensures the distribution list is up to date.
- Provides support in the planning and execution of community outreach events, occasionally on evenings and weekends.
- Provides logístical support for the Mesa Water Education Center field trip program.
- Provides routine administrative support to both the Water Policy Manager and the Public Affairs Manager.
- Performs a wide variety of complex clerical, secretarial, and routine administrative and programmatic duties for assigned staff; investigates and answers complaints and helps in resolving operational and administrative problems. Receives, screens, and routes office telephone calls, visitors, and mail; independently responds to inquiries and requests for information and assistance from callers and visitors; researches information related to District regulations and office policies; refers callers to appropriate District staff for further assistance as needed.
- Types, word processes, formats, proofreads, and edits a wide variety of reports, agendas, budgets, letters, memoranda, correspondence, and other material; types or enters data from rough draft or verbal instruction; independently composes correspondence and other written materials related to assigned area of responsibility including those for supervisor’s signature.
- Organizes and maintains calendar of activities, meetings, and various events for staff, coordinates activities with other District departments, the public and outside agencies.
- Arranges and coordinates meetings and public classes for assigned groups including staff and department meetings; prepares agendas, handouts, and co
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