Office Assistant I​/II; Promotional​/ACWD

THE POSITION

The Alameda County Water District located in Fremont, California, is seeking detail-oriented applicants to perform varied clerical and office administrative duties to support District functions. Duties include customer service to internal and external customers; typing and data entry on a daily basis; finalizing letters, processing and completing invoices, permits, reports; maintaining a variety of technical and office records and files; receiving and processing information from the public;

answering calls from the public and conducting appropriate triage, dispatching, and directing calls to appropriate parties; and other related work as assigned.

• Be focused on providing excellent customer service to both internal and external customers
• Be skilled at maintaining composure during high stress situations and prioritize work
• Be detailed-oriented
• Fundamental knowledge of MS Office Suite (Word, Excel and PowerPoint)
• Maintain a high level of discretion

Office Assistant I is the entry-level classification in the Office Assistant series. Under close to general supervision within a framework of established policies and procedures, incumbents initially perform basic clerical duties while learning to receive and process payments and handle customer inquiries and complaints. Utility billing experience is highly desired.

Office Assistant II is the experienced, journey level class in the Office Assistant series. Under general supervision, within a framework of established policies and procedures, incumbents are fully competent, with a high level of accuracy, to perform a variety of office support duties, which often involve technical concepts and department specific terminology. Assignments are given in general terms and are subject to periodic review while in progress and upon completion by assigned supervisor.

There is some latitude for independent judgment and action in well-defined areas of work.

Depending on qualifications and experience, this position may be filled at either level. The annual salary ranges for the respective levels are as follows:

• Office Assistant I: $77,506 - $94,209, plus excellent benefits.
• Office Assistant II: $86,120 - $104,679, plus excellent benefits.

• Prepares correspondence, reports, forms, construction specifications, agreements, and/or specialized documents from drafts, notes, or brief instructions, using standard office equipment such as a personal computer and word-processing, spreadsheet, and database software applications.
• Proofreads documents for accuracy, completeness, format, compliance with departmental policies, and correct English usage including grammar, punctuation, and spelling; returns document to originator if content or major format revisions are required.
• Maintains inventory for goods and supplies, places orders online, receives goods and supplies, submits invoices for approval, and releases invoices for payment in the financial system.
• Modifies and develops office procedures and practices to standardize processes.
• Uses a personal computer to enter and retrieve data using standard office applications such as MS Word, Excel, Access, or specialized applications depending on assigned organizational unit.
• Provides various office and organizational support to professional staff, including monitoring and maintaining workflows, advising of upcoming deadlines, and coordinating and organizing meetings.
• Maintains a variety of technical and office files in alphabetical, numerical, or coded format; scans and validates electronic files in document libraries and document management systems; develops and maintains document management and intranet sites; assists with purging records and files; and researches and responds to Public Records Act and other record requests from the public and technical and managerial staff.
• Prepares and updates a variety of reports, which may require research from several sources and use of arithmetic calculations.
• Maintains a variety of records, and processes various forms such as personnel forms, purchase requisitions, and other forms specific to assigned organizational unit.
• Requests pricing from vendors and assists organizational staff with the use of the District's financial system.
• Provides and requests factual information regarding District activities and functions; may assist customers and other members of the public.
• Receives and compiles technical information from engineers and others and incorporates into construction specifications and other bid documents; types, prints, advertises, and distributes completed documents; receives and manages bids and proposals, and issues and posts bid summaries and results; after approval, processes contractor progress payments per construction contracts.
• Organizes and oversees project files and a variety of other technical and office files; files and retrieves…