Office Assistant
Job in
Lakewood, Los Angeles County, California, 90715, USA
Listing for:
Water Replenishment District
Full Time
position
Listed on 2026-01-12
Job specializations:
-
Administrative/Clerical
Office Administrator/ Coordinator, Data Entry
Salary/Wage Range or Industry Benchmark: 60000 USD Yearly
USD
60000.00
YEAR
Job Description & How to Apply Below
Under general supervision, performs a wide variety of routine to moderately difficult administrative and office support duties; performs routine document processing; data entry, meeting coordination/preparation, and performs other duties as assigned. Office Assistant is responsible for performing routine office/administrative support functions and document processing duties requiring general knowledge of District and department policies and procedures. Assigned work requires the use of judgment in selecting appropriate procedures and solving routine to non-routine problems based on knowledge gained through experience.
Office Assistant is distinguished from Senior Office Assistant in that an incumbent in the latter class performs difficult and specialized administrative and office/administrative support functions. The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.
Using document processing software, types, formats, revises, prints and distributes correspondence, memoranda, calendars, requests, forms, lists, reports and other documents; types from rough notes, drafts, and brief oral instructions; composes routine correspondence; enters and revises data in databases and generates reports; receives, screens and distributes office mail; sends and receives faxes; prepares regular and bulk mailings; copies various documents and materials, including large duplication orders;
duplicates, assembles and distributes agendas and packets.Answers, screens and routes telephone calls; takes and distributes messages; greets and directs visitors to the appropriate office or staff member; responds to and refers questions and complaints to the appropriate staff; responds to inquiries for standard information; sets up and maintains monthly department and staff calendars; requests office and equipment repairs; may provide customer service at a front desk or public counter.Maintains office files and records; prepares manual and computer logs of various documents and requests; creates new files and folders; retrieves, duplicates and distributes copies of reports, forms, records and documents. Supports District’s records retention efforts.Creates, maintains and updates standard forms, databases, logs, files, records and reports for department use; prepares and maintains standard spreadsheets; gathers and compiles data for specialized reports and records; ensures data accuracy.Schedules meetings, workshops, events and conferences in accordance with instructions; makes meeting arrangements, including refreshments and catering; takes meeting minutes; coordinates scheduling of meeting and training rooms as needed; maintains and organizes mail room, shipping, and copier supplies; maintains and organizes kitchen and janitorial supplies.Procurement and Contracts Processing:
Compile procurement document packets;
Assist in the coordination of project meetings;
Maintain new and existing vendor Certificates of Insurance (COI).Purchase Order Processing:
Receive and review purchase requisitions;
Approve online order requests;
Ensure accuracy of purchase orders, including pricing, quantities, and delivery details;
Monitor purchase order status and resolve issues related to purchase orders, shipments, and invoices;
Maintain positive relationships with vendors to ensure timely and reliable delivery of goods and services;
Organize accurate records of purchasing documents including transactions, purchase orders, invoices, and receipts;
Assist in monitoring inventory levels and stock availability at all WRD facilities;
Track incoming shipments and reconcile discrepancies.Provides backup for other administrative support staff.At management’s request, provides copies relating to District accounting information and records to staff, managers and auditors.Attends a variety of meetings, training sessions, task forces and committees as assigned.Knowledge of
Standard office administrative and management practices and procedures.Ba…
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