Administrative Assistant
VISTA IRRIGATION DISTRICT VISTA IRRIGATION DISTRICT Vista, CA Vista, CA Full-time Full-time Estimated:
$40.
8K - $51.
6K a year Estimated:
$40.
8K - $51.
6K a year 1 hour ago 1 hour ago 1 hour ago JOB
Summary:
Under the general supervision of the Director of Administration, performs a wide variety of administrative support duties.
Also serves as the backup to the Executive Assistant.
Essential Functions:
Performs administrative support duties for the Director of Administration and for the Administration Division employing tact and diplomacy and performing work with a high degree of reliability and precision.
Operates a computer (in a pc-networked environment) to perform varied and complex administrative support functions; word processing, database, spreadsheet, or other types of software to produce documents or reports such as:
correspondence, forms, reports, memos, tables, calculations, graphs, or desktop publishing applications, etc.
Must work effectively and maintain priorities despite interruptions.
Drafts routine and complex correspondence; sets up and maintains various files and documentation systems, including computerized files, databases, and indices; assists with meetings and events; maintains tickler files; maintains maintenance agreements; maintains manuals and procedural documents; and maintains schedules, a resource library, and calendars of activities and events.
Coordinates records management activities for the District, including maintaining filing systems.
Assists Executive Assistant/Board Secretary with making travel arrangements for District staff and the Board of Directors; coordinates registrations, airfare, lodging, transportation, etc.
in an efficient and cost effective manner.
Answers incoming telephone calls, sets appointments, schedules meetings and screens visitors for the Director of Administration and others, as required.
Sorts, screens, and routes departmental incoming mail; gathers, distributes and posts outgoing mail.
Attends meetings and travels on official business using a District vehicle as required.
Serves as the backup to the Executive Assistant/Board Secretary and performs these duties in her absence.
Assists in the preparation of agendas and supporting material for Board meetings, including compiling staff reports, drafting resolutions, distributing packets, and organizing related items.
May prepare and assemble, for review by the General Manager, final documents for the Board of Directors such as staff reports, resolutions, annexations and detachments.
Attends Board meetings, and in the absence of the Board Secretary, prepares and maintains accurate minutes and official records of all Board proceedings; transcribes minutes from recordings and notes.
Remains knowledgeable about the processes and procedures necessary for Board compliance with public meeting, freedom of information, and conflict of interest laws.
Assists in maintaining Board-related information, files and administrative systems to assure compliance with law and to provide effective access to Board information.
Maintains the District's office supplies inventory, including placing orders, verifying shipments, processing payments, and tracking credits for returned items and adjustments.
Performs clerical duties of payroll as a backup function.
Performs related work as assigned.
.
Estimated Salary: $20 to $28 per hour based on qualifications.
$40.
8K - $51.
6K a year Estimated:
$40.
8K - $51.
6K a year 1 hour ago 1 hour ago 1 hour ago JOB
Summary:
Under the general supervision of the Director of Administration, performs a wide variety of administrative support duties.
Also serves as the backup to the Executive Assistant.
Essential Functions:
Performs administrative support duties for the Director of Administration and for the Administration Division employing tact and diplomacy and performing work with a high degree of reliability and precision.
Operates a computer (in a pc-networked environment) to perform varied and complex administrative support functions; word processing, database, spreadsheet, or other types of software to produce documents or reports such as:
correspondence, forms, reports, memos, tables, calculations, graphs, or desktop publishing applications, etc.
Must work effectively and maintain priorities despite interruptions.
Drafts routine and complex correspondence; sets up and maintains various files and documentation systems, including computerized files, databases, and indices; assists with meetings and events; maintains tickler files; maintains maintenance agreements; maintains manuals and procedural documents; and maintains schedules, a resource library, and calendars of activities and events.
Coordinates records management activities for the District, including maintaining filing systems.
Assists Executive Assistant/Board Secretary with making travel arrangements for District staff and the Board of Directors; coordinates registrations, airfare, lodging, transportation, etc.
in an efficient and cost effective manner.
Answers incoming telephone calls, sets appointments, schedules meetings and screens visitors for the Director of Administration and others, as required.
Sorts, screens, and routes departmental incoming mail; gathers, distributes and posts outgoing mail.
Attends meetings and travels on official business using a District vehicle as required.
Serves as the backup to the Executive Assistant/Board Secretary and performs these duties in her absence.
Assists in the preparation of agendas and supporting material for Board meetings, including compiling staff reports, drafting resolutions, distributing packets, and organizing related items.
May prepare and assemble, for review by the General Manager, final documents for the Board of Directors such as staff reports, resolutions, annexations and detachments.
Attends Board meetings, and in the absence of the Board Secretary, prepares and maintains accurate minutes and official records of all Board proceedings; transcribes minutes from recordings and notes.
Remains knowledgeable about the processes and procedures necessary for Board compliance with public meeting, freedom of information, and conflict of interest laws.
Assists in maintaining Board-related information, files and administrative systems to assure compliance with law and to provide effective access to Board information.
Maintains the District's office supplies inventory, including placing orders, verifying shipments, processing payments, and tracking credits for returned items and adjustments.
Performs clerical duties of payroll as a backup function.
Performs related work as assigned.
.
Estimated Salary: $20 to $28 per hour based on qualifications.
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