Office Assistant I / II (Promotional / ACWD Applicants Only)

Office Assistant Position

The Alameda County Water District located in Fremont, California, is seeking detail-oriented applicants to perform varied clerical and office administrative duties to support District functions. Duties include customer service to internal and external customers; typing and data entry on a daily basis; finalizing letters, processing and completing invoices, permits, reports; maintaining a variety of technical and office records and files; receiving and processing information from the public; answering calls from the public and conducting appropriate triage, dispatching, and directing calls to appropriate parties; and other related work as assigned.

The ideal candidate will possess the following :

• Be focused on providing excellent customer service to both internal and external customers
• Be skilled at maintaining composure during high stress situations and prioritize work
• Be detailed-oriented
• Fundamental knowledge of MS Office Suite (Word, Excel and PowerPoint)
• Maintain a high level of discretion

Office Assistant I is the entry-level classification in the Office Assistant series. Under close to general supervision within a framework of established policies and procedures, incumbents initially perform basic clerical duties while learning to receive and process payments and handle customer inquiries and complaints. Utility billing experience is highly desired.

Office Assistant II is the experienced, journey level class in the Office Assistant series. Under general supervision, within a framework of established policies and procedures, incumbents are fully competent, with a high level of accuracy, to perform a variety of office support duties, which often involve technical concepts and department specific terminology. Assignments are given in general terms and are subject to periodic review while in progress and upon completion by assigned supervisor. There is some latitude for independent judgment and action in well-defined areas of work.

Depending on qualifications and experience, this position may be filled at either level. The annual salary ranges for the respective levels are as follows : The annual salary range for Office Assistant I is $71,663- $87,110, plus excellent benefits. The annual salary range for the Office Assistant II is $79,627-$96,791, plus excellent benefits.

Examples of Duties :

Prepares correspondence, reports, forms, construction specifications, agreements, and / or specialized documents from drafts, notes, or brief instructions, using standard office equipment such as a personal computer and word-processing, spreadsheet, and database software applications.

Proofreads documents for accuracy, completeness, format, compliance with departmental policies, and correct English usage including grammar, punctuation, and spelling; returns document to originator if content or major format revisions are required.

Maintains inventory for goods and supplies, places orders online, receives goods and supplies, submits invoices for approval, and releases invoices for payment in the financial system.

Modifies and develops office procedures and practices to standardize processes.

Uses a personal computer to enter and retrieve data using standard office applications such as MS Word, Excel, Access, or specialized applications depending on assigned organizational unit.

Provides various office and organizational support to professional staff, including monitoring and maintaining workflows, advising of upcoming deadlines, and coordinating and organizing meetings.

Maintains a variety of technical and office files in alphabetical, numerical, or coded format; scans and validates electronic files in document libraries and document management systems; develops and maintains document management and intranet sites; assists with purging records and files; and researches and responds to Public Records Act and other record requests from the public and technical and managerial staff.

Prepares and updates a variety of reports, which may require research from several sources and use of arithmetic calculations.

Maintains a variety of records, and processes various forms such as personnel forms, purchase requisitions, and other forms specific to assigned organizational unit.

Requests pricing from vendors and assists organizational staff with the use of the District's financial system.

Provides and requests factual information regarding District activities and functions; may assist customers and other members of the public.

Receives and compiles technical information from engineers and others and incorporates into construction specifications and other bid documents; types, prints, advertises, and distributes completed documents; receives and manages bids and proposals, and issues and posts bid summaries and results; after approval, processes contractor progress payments per construction contracts.

Organizes and oversees project files and a variety of other technical and office files; files and retrieves information, purges obsolete documents, and combines files as appropriate; assists in identifying files for off-site storage.

Receives and responds to calls from developers, contractors, homeowners, and the general public; provides factual information which may require interpretation of policies and procedures; investigates and resolves customer service issues.

Operates standard office equipment and may provide relief for other District office support staff.

Completes special projects as assigned; researches and compiles information as necessary.

May review / audit information in the District's financial system related to the District's credit card program.

May collect timecards from supervisors in assigned department and enters information into the payroll system; follows up with staff to clarify information and to reconcile employee work hours.

May issue security badges, cyber keys, equipment, and keys to departmental employees and collect upon separation.

May respond to emergency and non-emergency maintenance calls, and dispatch and coordinate resources for field staff.

May calculate and issue deposit requests, and receive, track, and manage customer and developer payments for a variety of fees and charges.

May coordinate, manage, and track a variety of regulatory filings, notices and reports.

May train and direct the work of part-time or temporary workers on specific projects.

Serves on various task forces and committees.

Performs other related work as required.

Typical Qualifications :

Education and Experience :

Office Assistant I : High school diploma or its equivalent and one (1) year of general office support work, which includes training or experience using a personal computer and standard word processing, spreadsheet, and database software applications.

Office Assistant II : High school diploma or its equivalent and two (2) years of general clerical or office assistant experience equivalent to that of an Office Assistant I within the District.

Knowledge, Skills and Abilities : Knowledge of proper written and spoken English, including spelling, punctuation, and grammar; modern office practices, methods, and computer equipment and applications related to the work, including word processing, database, and spreadsheet software. Skill and Ability to : rapidly learn the specific procedures and technical terminology of the organizational unit to which assigned; understand and carry out oral and written directions; multitask; maintain discretion; maintain accurate records and files; make accurate arithmetic calculations; perform detailed clerical work with accuracy; type accurately at a rate of 45 words per minute from printed copy; perform the essential duties of the job without causing harm to self or others; operate modern office equipment including computer equipment and specialized software applications programs; communicate clearly and concisely, both orally and in writing; establish, maintain, and foster positive and effective working relationships with those contacted in the course of work. Office Assistant II : (In addition to the above) Knowledge of : principles and practices of business letter writing and standard formats for typed materials; policies and procedures related to the department to which assigned; business data processing principles, and standard to advanced uses of word processing software applications; records management and filing practices and procedures; terminology and technical work processes related to the department to which assigned. Skill and Ability to : organize and maintain varied and complex files; compose routine correspondence from brief instructions; work independently and exercise sound judgment within established guidelines; use specific technical terminology of the organizational unit to which assigned; effectively operate a personal computer, calculator, two-way radio and other standard office equipment; learn to proficiently utilize specialized software applications to support the work of the assigned organizational unit; organize and prioritize work activities and meet established deadlines; communicate tactfully and effectively with customers and the public.

Selection Procedure :

A District Application must be submitted online at www.acwd.org no later than 5 : 00 p.m. on Wednesday, October 22, 2025.

Candidates who present the best job-related qualifications will be invited to participate in a qualification appraisal, which may include a written exercise as well as an interview by an appraisal panel.

Candidates passing the qualifications appraisal process will be ranked on an employment list for further consideration. Top-ranking candidates will be invited to a personal interview with the hiring Supervisor.

Represented employee applicants receive promotional consideration consistent with the provisions of the MOU.