Administrative Assistant

Are you an experienced administrative professional who takes pride in being organized, dependable, resourceful, and one step ahead? Do you thrive in a fast-paced environment, enjoy working with people, and have the confidence to independently manage competing priorities? If so, this may be your opportunity to shine!

Ironhouse Sanitary District is seeking an exceptionally qualified Administrative Assistant to join our team. This is a high-level administrative position for someone who brings strong organizational skills, sound judgment, professionalism, and a commitment to excellence.

As a key member of our administrative team, you will support District operations, work closely with administrative staff and management, and serve as a welcoming first point of contact for the community. You will also have the opportunity to expand your knowledge of local government by learning and supporting Board of Directors activities under the guidance of the District Secretary.

This is a fully on-site position and is not eligible for remote or hybrid work. The position is expected to remain fully on-site for the duration of employment.

Established in 1945, Ironhouse Sanitary District has proudly served the communities of Oakley and Bethel Island for more than 80 years. Today, we provide essential wastewater collection, treatment, and water recycling services that protect public health and the environment for more than 47,000 residents and businesses.

Our employees take pride in the important work we do and the communities we serve. We value professionalism, teamwork, accountability, and a commitment to providing exceptional public service.

We are seeking the most highly qualified candidates who are ready to bring their experience, initiative, and best work to Ironhouse.

Responsible for performing a wide variety of general administrative support, secretarial, and clerical duties in conformance with established procedures.

Receives general supervision from the District Secretary/Office Administrator. Exercises no supervision of staff.

This position is an experienced administrative role requiring independent work under general direction. The position requires the ability to understand priorities, exercise sound judgment, manage assigned responsibilities, and complete tasks with limited day-to-day supervision. The work involves extensive public contact; frequent use of tact, discretion, and independent judgment; knowledge of District activities; and the ability to independently conduct projects.

Management reserves the right to add, modify, change or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Performs a wide variety of complex and responsible administrative duties to support District operations, management, and the Administrative Team, including filing, preparing records and reports, maintaining administrative information, and coordinating assigned administrative activities.
• Serves as a primary point of contact at the District's front desk; greets and assists visitors and members of the public; answers and routes incoming telephone calls; provides information to the public by phone or in person; responds to public and staff inquiries and complaints; refers individuals to the appropriate department or staff member; and coordinates or resolves problems of a moderate nature when appropriate.
• Monitors, organizes, distributes, and responds to correspondence received through the District’s main inbox using sound judgment; independently responds to routine matters and routes technical, policy, or specialized matters to appropriate staff.
• Manages and coordinates calendars and scheduling for assigned District management and administrative functions, including scheduling and confirming meetings and appointments, coordinating participants, identifying and resolving scheduling conflicts, reserving meeting locations, communicating schedule changes, and ensuring necessary meeting information and materials are available.
• Assists the Administrative Team in preparing, filing, maintaining, distributing and purging records according to District policies and procedures. Creates codes, catalogs, identifies, archives, maintains, relocates, and disposes of records and related information in accordance with…