Office Assistant

Office Assistant

The current vacancy is primarily customer service oriented, assisting both internal and external customers. This position provides clerical and mail delivery support within the department and courier services throughout the organization. This is a great opportunity for someone who enjoys engaging with and helping a variety of people. The schedule is Monday through Friday, 8 : 00AM - 5 : 00PM, onsite only. (7 : 30AM - 4 : 30PM would be considered if preferred) FLSA : Non-Exempt Bargaining Unit : Local 39 DEFINITION Under immediate supervision, performs office support duties such as front desk / reception and processing and distributing incoming and outgoing mail; maintains records and files related to assigned area of responsibility; and performs related duties as assigned. SUPERVISION RECEIVED AND EXERCISED Receives general supervision from assigned supervisory or management personnel. Exercises no direct supervision over staff.

CLASS CHARACTERISTICS This is the entry-level classification in the office assistant series. Initially under close supervision, incumbents learn and perform routine office support work. As experience is gained, assignments become more varied, complex, and / or difficult; close supervision and frequent review of work lessen as an incumbent demonstrates skill to perform the work independently. Positions at this level are not expected to function at the same skill level as a Senior Office Assistant and usually exercise less independent discretion and judgment in matters related to work procedures and methods. Work is usually supervised while in progress and fits an established structure or pattern. Exceptions or changes in procedures are explained in detail as they arise.

EXAMPLES OF DUTIES (Illustrative Only) Management reserves the right within the scope of the classification to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Performs general reception duties; receives and screens visitors and telephone calls; takes messages, directs callers and visitors to the proper office or person, and / or provides information regarding District programs, activities, and functions; explains department and / or District policies and procedures according to established guidelines.
• Receives, opens, time stamps, sorts, and distributes incoming and interdepartmental mail; prepares and distributes outgoing mail.
• Picks up and delivers mail or storage related materials to and from post office and storage facilities.
• Inputs a variety of data into assigned databases and systems; generates various lists and reports as requested.
• Formats, copies, collates, and distributes a variety of reports, forms, records, applications, and supporting documentation related to assigned area of responsibility; ensures filing of copies in appropriate files.
• Maintains accurate and detailed files and records, verifies accuracy of information, researches discrepancies, and records information.
• Maintains appointment and activity schedules and calendars; reserves facilities and equipment for meetings and events; processes requests and schedules use of District vehicles.
• Gathers, assembles, and distributes a variety of District-specific information, forms, records, and data as requested; disseminates information to appropriate parties.
• Performs various accounting office support work such as processing reimbursements, payments, check requests, and invoices in accordance with District policies and procedures.
• Orders and maintains supplies and equipment.
• Observes and complies with all District and mandated safety rules, regulations, and protocols.
• Performs related duties as assigned.

MINIMUM QUALIFICATIONS Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be : Training : Equivalent to completion of the twelfth (12th) grade. Experience : One (1) year of clerical work experience dealing with the public. Licenses and Certifications : Possession of a valid California driver's license to be maintained throughout employment. Knowledge of : Modern office practices, equipment, and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed. Telephone techniques and etiquette. Business arithmetic. Principles and practices of data collection and record-keeping. 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 grammar. Ability to : Perform clerical duties accurately and within established deadlines. Learn and understand the organization and operation of the District and of outside agencies as necessary to assume assigned responsibilities. Make accurate mathematical computations. Maintain a variety of filing, record-keeping, and tracking systems. Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work. Understand and follow oral and written instructions. Organize work, set priorities, meet critical deadlines, and follow-up on assignments. Effectively use computer systems, software applications, and modern business equipment to perform a variety of work tasks. Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax. Use tact, initiative, prudence, and judgment within general policy, procedural, and legal guidelines. Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work. Demonstrate understanding of, sensitivity to, and respect for the diverse socio-economic, racial, ethnic, religious, and cultural backgrounds, diverse abilities, gender, gender identity and expression, and sexual orientation of District staff and communities served.

ADDITIONAL INFORMATION PHYSICAL DEMANDS Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and visit various District sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. Standing in work areas and walking between work areas are required. Must possess mobility to work in a mail room and the strength, stamina, and mobility to perform light physical work in retrieving and delivering mail and packages. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator, to sort mail, and to operate standard office equipment. Positions in this classification bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects averaging up to 25 pounds, or heavier weights, in all cases with the use of proper equipment and / or assistance from other staff. ENVIRONMENTAL ELEMENTS Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.

EQUAL EMPLOYMENT OPPORTUNITY Contra Costa Water District is committed to equal employment opportunity for all employees and applicants. We prohibit discrimination based upon race, color, religion, marital status, age, national origin, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, veteran status, or any other actual or perceived status protected under federal, state, or local law. Employment decisions are based on individual qualifications and performance. DIVERSITY, EQUITY, AND INCLUSION One of the many CCWD goals is to pursue organizational excellence through diversity, equity, inclusivity, leadership, and professionalism. We recognize the strengths of staff creativity, innovation, problem-solving, and improved decision-making resulting from diverse perspectives, and we strive to be a culturally diverse organization that values, recognizes, and supports inclusion. CONVICTION HISTORY A condition of employment for all CCWD positions includes successfully passing a Department of Justice Live Scan fingerprint check and completion of the federal Employment Eligibility Verification Form I-9. Additionally, in compliance with federal law, CCWD participates in E-Verify. DISASTER SERVICE WORKER All CCWD employees are designated Disaster Service Workers through state and local law. As such, CCWD employees may be called upon to support the activities of CCWD during an emergency situation. Applicants requesting reasonable accommodation during any phase of the recruitment process should contact Human Resources at 925-688-8002.

In addition to a competitive salary, the Contra Costa Water District offers an excellent benefits package! Stationary Engineers, Local 39 benefits include : Employer-paid medical, dental, vision, and life insurance Employer-paid short term and long-term disability insurance Voluntary participation in the Flexible Spending Accounts for dependent care and healthcare reimbursements Voluntary participation in the 457(b) deferred compensation plan 11 paid holidays plus an additional 16 hours for floating holidays per year Vacation accrual at 10 days per year during the first three years; 13 days per year accrual in years three to five; with additional accrual increases thereafter 96 hours of sick leave accrual per year Employer-paid retiree health insurance for retiree and dependents. Local 39 employees currently contribute 2.5% of base pay on a pretax basis for this benefit. Employees hired on or after January 1, 2016, are subject to a 10-year District-service vesting period to be eligible for fully paid retiree medical upon direct retirement from the District. The District contracts with CalPERS for medical benefits. A defined benefit retirement plan; reciprocity with CalPERS and CalPERS reciprocal agencies. (Reciprocal agency service does not count toward the 5