Westlands Water District

Fresno, CA

Office Assistant

Bargaining Unit: Office and Clerical Employee Unit
Salary Code: 12
FLSA Designation: Nonexempt
Revision Date: October 1, 2023

GENERAL DESCRIPTION:

Under direct supervision of the Supervisor of Human Resources and Administration or Supervisor of Field Engineering and Planning, performs moderate to complex clerical work; which may include reception duties, filing, typing, sorting, and processing materials; maintaining and processing records; composing and editing reports and correspondence; receiving and recording payments, operating office equipment; maintaining inventory of office supplies; maintaining office equipment, and train new employees.

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.

  1. Acts as receptionist, screens and refer calls and visitors; along with assisting the public in person and providing general information on department activities, functions, policies, and procedures as required.
  2. Obtains information from the public by asking pertinent questions in order to determine the service, program, or person that should be seen or contacted.
  3. Processes records and enters data on forms into data systems; ensures forms or reports are complete, accurate, and filed with other agencies within time limits.
  4. Maintains a variety of office and departmental files; update, record, organize and process files, service orders, and documents; copy documents and records for distribution.
  5. Categorizes and reviews material for distribution and coding, files and cross references, and maintains indexes for central files and library.
  6. Receives and records cash, checks, and credit card payments from customers and prepares check payments.
  7. Processes and distributes incoming and outgoing mail; including packaging, determining postage, and using mail equipment and machines; and maintains appropriate log books and records.
  8. Prepares a variety of correspondence, types letters, reports, and bulletins from marginal notes, rough drafts or verbal instructions.
  9. Gathers, prepares, and distributes Board agenda packets as directed.
  10. Produces copy materials and processes large mailings of correspondence, publications, invoices, and other materials consistent with oral and written instructions.
  11. Performs inventory acquisition and control of office materials, supplies, and equipment; including the receiving, distribution, storage, and data entry. Examines and reconciles inventory discrepancies if necessary.
  12. Operates a variety of office equipment including copiers, scanners, postage machines, adding machines, personal computers, type writers, shredders, fax machines, and folding machines.
  13. Coordinates the maintenance, repair, and inspection of office equipment and car pool vehicles.
  14. Conducts monthly building inspections in accordance with District policies and procedures.
  15. Operates District vehicle for assigned duties, such as deliveries and pickups of supplies, parts, correspondence, and mail.
  16. If assigned to the Five Points Office, may monitor lockout procedures and pumping plant alarms and alerts selected personnel as appropriate.
  17. May dispatch field personnel for a variety of routine and emergency service calls.
  18. May assist other employees and departments with completing special projects and reports.
  19. 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: Possession of a United States’ high school diploma, GED, or equivalent and two (2) years of experience performing a variety of clerical duties consistent with the types of duties described herein.

Knowledge of:

  • Modern office practices, procedures and terminology.
  • Modern office equipment.
  • Computer, MS Office Software and database applications.
  • Postal rules and regulations.
  • Inventory control methods and techniques.
  • Recordkeeping practices.
  • Proper use of grammar, spelling, and punctuation.
  • Department practices, policies, and procedures necessary to complete work assigned.
  • Filing systems and procedures.
  • Alphabetical and numerical filing methods.
  • Principles and practices of effective customer service.

Skills/Abilities to:

  • Perform moderate to complex clerical work.
  • Apply policies and practices of a department.
  • Learn new work processes and procedures.
  • Operate modern office equipment including computer, hardware, software, internet, and web-based applications.
  • Appropriately respond to requests and inquiries from the general public or other departments.
  • Understand and carry out oral and written instructions.
  • Communicate clearly and concisely, both orally and in writing.
  • Train other employees in departmental procedures and methods.
  • Interact tactfully and courteously with the public, employees, and other staff.
  • Establish and maintain effective interpersonal relationships at all organizational levels as well as with the public.
  • Type accurately at 45 words per minute from clearly, legible copy.
  • Display a high degree of maturity, integrity, and good judgement.
  • Operate a District vehicle observing legal and defense driving practices.
  • Stand and maintain mobility for several hours.

WORKING CONDITIONS

  • Moderate lifting, carrying, and/or pushing of supplies and materials up to 30 pounds.
  • Busy open office environment.
  • Faced with interruptions and noisy work environment.
  • Exposure to computer screens.
  • Exposure to hazardous materials.

STANDARD REQUIREMENTS

  • Possession of a valid California Class C Driver’s License with a driving record acceptable to the District’s automobile insurance provider is required.