Administrative Assistant

THE POSITION

Turlock Irrigation District is currently seeking a qualified Administrative Assistant to the Chief Financial Officer / Assistant General Manager of Financial Services. This position provides direct administrative support to the Chief Financial Officer / Assistant General Manager of Financial Services and assists the IT Department Manager and the broader IT team. Candidates need to be familiar with budgets, requisitions, purchases, and invoices;

and proficient with Microsoft Office products as they will be analyzing information, preparing documents and work products that may be shared with the Board of Directors as well as internal and external customers. Experience with cloud-based platforms, particularly Microsoft Teams for communication, collaboration, video meetings, and file management is desirable. Ideal candidates are dependable, organized and able to maintain professionalism while navigating a variety of tasks and interactions.

Provide confidential administrative, analytical, functional, technical, and clerical support in the operation and coordination of the administrative function for senior management and/or department managers.

• Participate in the duties relating to the execution of an assigned area; may develop and assist in the preparation of reports; plan, coordinate, participate in, and facilitate a variety of meetings.
• Assist in assembling and preparing the annual budget for assigned area; track, compile reports, and monitor expenditures against the budget; prepare purchase requisitions and requests for payments.
• Compose, draft, type, format and revise, a variety of confidential documents and forms including reports, correspondence, memoranda, agreements, ordinances, resolutions, technical and statistical charts and tables, Board packages, and other specialized and technical materials.
• Proofread, verify, and review materials, applications, records, and reports for accuracy, completeness, and conformance with established standards, regulations, policies, and procedures; ensure materials, reports, and packets for signature are accurate and complete.
• Enter data, maintain, and generate reports from a database or network system; create and administer mailing lists; design, maintain and utilize data to develop reports.
• Screen callers, respond to complaints and requests for information on regulations, policies and procedures, etc.; and manage the flow of information.
• Maintain calendar of activities, meetings and various events for assigned staff; coordinate activities between district personnel, the public, consultants, attorneys and outside agencies. Coordinate the scheduling of District facilities.
• Assist in a variety of office administrative details such as ordering supplies, arranging for equipment repair, transmitting information, and keeping reference materials up to date: organize and maintain office and specialized files in accordance with the District’s record management program.
• Prepare special reports and perform special projects that may require researching, gathering, and organizing information from a variety of sources.
• Assess and recommend improvements in workflow, procedures, and use of equipment and forms; implement improvements as approved; develop and revise office forms and report formats as required; establish and maintain filing systems.
• Coordinate, make, process, and confirm personnel travel arrangements; arrange for transportation and accommodations for travel, check and process expense claims.
• Maintain personnel files as assigned; prepare and type personnel documents; enter and verify the accuracy of timesheet information in the district’s payroll system.
• May be required to notarize various district documents including: quit claim deeds, petitions, abandonments and easements.
• May use two-way radio to contact field employees to relay messages or obtain information.
• Process mail including: receiving, sorting, time-stamping, logging, and distributing incoming and outgoing correspondence and packages.
• Employees assigned to the Don Pedro Recreation Agency (DPRA) will oversee and monitor collection of various fees, campsite…