Westlands Water District

Fresno, CA

Administrative Assistant

Bargaining Unit: Non-Represented
Salary Code: 19
Fair Labor Standards Act Designation: Exempt
Effective Date: July 16, 2024

GENERAL DESCRIPTION:

Under general direction provides confidential administrative, analytical, functional, and clerical support to the General Manager, management staff, and the Board of Directors. The individual in this class must be highly organized, detail-oriented, and demonstrate a high level of independence to perform work with minimal instruction and supervision, maintain confidentiality of sensitive assignments, work on concurrent assignments under time limitations, analyze problems and recommend solutions. Clear and effective communication skills are required.

The Administrative Assistant is a single confidential position classification. Confidential means that the employee in this classification may be privy to decisions of District management affecting employer-employee relations.

EXAMPLES OF WORK PERFORMED:

The information below is meant to serve as examples of the job duties and responsibilities for this classification. This list is neither inclusive nor exclusive, but indicative of several types of duties performed for the General Manager, management staff and the Board of Directors.

  1. Provides administrative support handling confidential and sensitive administrative/clerical matters, including establishing and maintaining confidential records and files.
  2. Manages calendar of activities including scheduling appointments, conferences, and meetings.
  3. Screens incoming correspondence and calls.
  4. Establishes and maintains good rapport and close working relationships with members of the Board of Directors, clientele, and public officials.
  5. Plans, organizes, and executes administrative assignments; researches and analyzes information from various sources on a variety of topics in assigned areas and special projects; prepares reports and correspondences.
  6. Organizes the flow of communications efficiently and effectively with the District’s Board of Directors, District personnel, the public, and other agencies.
  7. Operates a variety of office equipment including but not limited to personal computers, copy machines, postage machines, and other equipment.
  8. Handles special projects as required.
  9. Works outside of the 8 a.m. to 5 p.m. standard schedule if necessary.
  10. Performs other duties as assigned.

CLASSIFICATION REQUIREMENTS:

Education and Experience

Any combination of equivalent education and experience that has led to the acquisition of the knowledge required by the position. A typical way of acquiring the knowledge would be:

Completed two (2) years of college (60 units), including coursework in public or business administration, or a related field, and two (2) years of progressively responsible experience or related experience in a public agency setting.

Knowledge of:

  • Proper grammar, spelling, and punctuation.
  • District policies, rules, regulations, and procedures.
  • Proper form and requirements of minute keeping.
  • Methods of administrative analysis, research, report preparation, and presentation.
  • Techniques of working with the public.
  • Administration of local public agencies.
  • Principles of business letter and report writing.
  • Standard office equipment and computers; computer applications using a variety of software including work processing and spreadsheet applications.

Skills/Abilities to:

  • Understand and follow oral and written directions and apply and disseminate information to the Board of Directors, staff, and the public.
  • Proficient in email, calendar, and task management software.
  • Exhibits exceptional attention to detail and organizational skills.
  • Operate a personal computer using modern software, including word processing, database management, and spreadsheets; and operate a variety of modern office machines and equipment.
  • Perform responsible and difficult administrative work, apply independent judgment and personal initiative within established guidelines.
  • Gather and analyze data.
  • Demonstrate high level of discretion and confidentiality.
  • Communicate effectively both orally and in writing.
  • Establish and maintain positive working relationships.
  • Independently prepare correspondence and memoranda.
  • Operate a District vehicle for transportation, observing legal and defensive driving practices.

STANDARD REQUIREMENTS

  • Possess a valid California Class C Driver’s license with a driving record acceptable to the District’s automobile insurance provider.