Administrative Clerk

Location: Street

Definition

Under general supervision, performs routine and moderately complex clerical duties in support of the Operations and Engineering Departments. Responsibilities include scanning, filing, data entry, document processing, work order support, and basic tracking of departmental activities. The position provides essential day‑to‑day clerical assistance to ensure efficient internal workflows and accurate recordkeeping.

Supervision Received and Exercised

Receives supervision from designated Operations or Engineering supervisors. This position does not supervise other employees.

Class Characteristics

This is an entry‑level clerical support role responsible for performing administrative tasks that follow clearly established procedures. It is distinguished from administrative or executive assistant classifications by its focus on document processing, tracking, and clerical accuracy rather than analytical or policy‑level work.

Examples of Typical Job Functions (Illustrative Only)

The duties and responsibilities listed below are intended to provide a representative list of the various types of work that may be performed. Specifications are not intended to reflect all duties performed within the job class, and incumbents may expect to perform other related similar duties. Some of the duties include, but are not limited to, the following.

Operations Department Support (All Divisions)

• Prepares, scans, and organizes Daily Trip Reports from field crews.
• Tracks and files vehicle and equipment inspections, vehicle maintenance records, and fuel receipts.
• Assists in logging work orders; categorizes by type, address, and service area.
• Maintains digital and hardcopy records for service requests, field activity, and maintenance schedules.
• Assists in creating and tracking purchase orders for all Operations Divisions.
• Assists in organizing and labeling warehouse inventory for field operations.
• Inputs data into established trackers and spreadsheets for daily or weekly reporting.
• Assists in tracking customer mandatory annual backflow test sheets.
• Assists in preparing backflow delinquent lists for first, second and third notice mailers.
• Assists in scanning and organizing data for hazard assessments into established trackers and spreadsheets for cross‐connection surveys.
• Scans and organizes historic data, water quality, production totals, and water levels into established files and locations.
• Maintains inventory lists and tracks resources at remote offices.
• Performs related duties as assigned.

Engineering Department Support

• Organizes and files engineering plans, including paper and mylar maps.
• Scans and digitizes project documents, ensuring accessibility and version control.
• Logs bond documents by contractor or project; checks completeness (signatures, seals, dates).
• Assists in maintaining plan archives and labeling of GIS map files or engineering records.
• Performs related duties as assigned.

Clerical and General Support

• Performs data entry for logs, spreadsheets, and tracking documents.
• Copies, scans, and files documents in designated locations and by monthly categories.
• May answer departmental phones and route inquiries to appropriate staff.
• Maintains supply organization for department needs (e.g., labels, folders, basic materials).
• Assists in distributing and posting official memos in assigned areas to support internal communication efforts.
• Performs related duties as assigned.

Qualifications Knowledge of

• District regulations, rules, programs, and processes applicable to departmental and District operations.
• Basic office practices including filing, scanning, and data entry.
• Standard computer applications such as Microsoft Word, Excel, and Outlook.
• Recordkeeping practices for both digital and paper files.
• Operation, procedures, policies, and precedents of the District.
• Office management principles, operations, and procedures.
• Development and maintenance of filing and record‑keeping systems.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and District staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition and…