The District is recruiting for a regular, full-time Administrative Assistant II who will support the Planning & Asset Management Division / Engineering & Technical Services Department (75%) and the Public Affairs Division / Office of the General Manager (25%). This position will support the Clean Water Program, Public Affairs outreach and related activities, and other administrative duties as assigned.

The ideal Administrative Assistant II candidate will have experience and demonstrated proficiency using databases, enterprise resource planning (ERP) systems or Microsoft Excel, including entering and retrieving data, data compilation and report generation, and experience with records management. The ideal candidate will also enjoy assisting on a variety of projects in support of District public outreach, including education and event support activities; a variety of District-related events and activities; and communicating with members of the community and District business partners.

Under direct or general supervision, learns and performs a variety of office administrative and clerical duties in support of an assigned District department; provides general administrative support to designated supervisory or management staff; coordinates assigned programs, projects, and services with other District departments, divisions, and outside agencies; provides general information and assistance to the public; and performs other related duties as required.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from the assigned supervisory or management staff. May receive technical and functional direction and training from higher-level professional staff. Exercises no direct supervision over staff.

• Attends to a variety of administrative details, such as keeping informed of departmental activities, transmitting information, developing and maintaining department website, ordering and coordinating supply orders, preparing contracts and agreements, filing, arranging for equipment purchases and maintenance, attending meetings, and serving on various task forces and committees.
• Screens calls, visitors, correspondence and mail; responds to complaints and requests for information; assists in interpreting and applying regulations, policies, procedures, systems, rules, and precedents in response to inquiries and complaints from the public; directs callers to appropriate District staff; assists the public and directs the public to appropriate locations/staff.
• Organizes, coordinates, maintains, and updates departmental record systems, including database software; enters and updates information with departmental activity, files, and report summaries; prepares documents for imaging; organizes and maintains various administrative, reference, imaging, and follow-up files; periodically reviews and prepares files for destruction in accordance with the records retention policy.
• Performs data collection; uses data to prepare, summarize, compile, and assemble administrative, statistical, and financial reports; checks and tabulates standard arithmetic or statistical data.
• Participates in process improvements for the assigned division and/or department processes, procedures, and programs.
• Prepares, processes, and tracks purchase requisitions for services and materials; enters purchase information into computer system; ensures issuance of purchase order; coordinates delivery of services and materials; receives vendor invoices; prepares demand for payment for management approval.
• Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files.
• Types, originates, formats, proofreads, and distributes a wide variety of reports, letters, and memoranda, including agenda items, bid documents, regulatory submittals, and documents associated with capital improvement projects; types from rough drafts or verbal instructions; checks drafts for punctuation, spelling, and grammar; makes or suggests corrections to drafts.
• Maintains calendars of activities, meetings, and various events; arranges meetings and makes appointments; assists in the coordination and execution of special events; provides staff support to committees such as preparing agendas, materials, and minutes.
• Receives, codes, logs, schedules, and distributes service requests and work orders.
• Receives, opens, time stamps, sorts, and distributes incoming and interdepartmental mail; prepares and distributes outgoing mail.
• Coordinates travel arrangements and accommodations for personnel; submits all related paperwork.
• Coordinates special projects that vary depending on department to which assigned.
• Assists lower-level and new staff as required.
• Drives a motor vehicle.
• Performs other related duties as assigned.

The minimum qualifications described on class specifications represent the typical way to obtain the required knowledge, skills and abilities to perform the essential duties of the job. Any combination of education, licensing, and/or experience which has provided the knowledge, skills and abilities necessary to perform the job satisfactorily may qualify the candidates to be considered for open positions in the class specification.

Equivalent to completion of the twelfth (12th) grade.

Three (3) years of increasingly responsible experience in office support activities involving modern office practices, procedures, and equipment.

Possession of a Class C driver's license required by the State of California, Department of Motor Vehicles, to perform the duties of the position. Continued maintenance of said driver's license in compliance with established District vehicle operation standards, and the ability to be insured for the operation of a vehicle/District vehicle in accordance with the terms and conditions of the District's insurance program are conditions of continuing employment. The CSRMA driving standards are included herein by reference.

Some positions within this classification may be required to be a licensed Notary and all expenses related to licensing will be incurred by the District. Such licensing may be conditional to a specific department and may be required as a condition of employment.

DISASTER SERVICE WORKER
All Dublin San Ramon Services District employees are, by State and Federal law, Disaster Service Workers. The roles and responsibilities for Disaster Service Workers are authorized by the California Emergency Services Act and are defined in the California Labor Code. In the event of a declaration of emergency, any employee of the District may be assigned to perform activities which promote the protection of public health and safety or the preservation of lives and property. Such assignments may require service at locations, times, and under conditions that are significantly different than the normal work assignments and may continue into the recovery phase of the emergency. If a “Local Emergency” is declared during the employee’s shift, employees will be expected to remain at work to respond to the emergency needs of the community. If a “Local Emergency” is declared outside of the employee’s shift, employees must make every effort to contact their direct supervisor or department head to obtain reporting instructions as Disaster Service Workers.

SELECTION PROCEDURE
The selection process may consist of an evaluation of the applicant's qualifications, appraisal board interview, written examination, practical exercise and/or internal Department interviews, reference check and a review of prior performance evaluations. Upon completion of the selection process, an offer of employment may be conditionally based upon the successful completion of an employment and education verification, criminal background check, and a preemployment medical exam.

RECRUITMENT TIMELINE
A written exam is tentatively scheduled on April 17, 2023.
An appraisal board interview is tentatively scheduled on May 3, 2023.
(All applicants will be notified of their status prior to the dates listed above.)
These dates are subject to change.

APPLICATION PROCEDURE
To apply, complete a District online employment application and supplemental questionnaire by the final filing date of March 21, 2023, at 5:00p.m. A resume and cover letter will not be accepted in lieu of the District application form and supplemental questionnaire responses.