Administrative Assistant



Job Details

Administrative Assistant
Employer

Inland Empire Utilities Agency

Salary

$53,148.00 - $64,764.00 Annually

Location

Chino, CA

Job Type

Full Time Regular

Job Number

006-01

L1

171100 Finance

L2

Financial Planning

Opening Date

11/19/2010

Closing Date

Continuous

The Position

Baqrgaining Group:  Unrepresented

FLSA:  Exempt

Under general direction, provides highly responsible, professional assistance to the assigned Manager(s) in performing varied, difficult, sensitive and confidential administrative and secretarial support functions; assists with budget development; coordinates Agency services and functions among Agency Divisions, Departments, and outside agencies; provides support to other Agency executives, department managers and staff; performs special projects and related duties as assigned.

 

 

 

Essential Duties & Responsibilities

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.
 
Provides professional administrative and secretarial support to the assigned manager(s) and other executive and department managers; types and/or drafts memoranda, correspondence, board agenda materials, including Board reports, meeting minutes, statistical charts and other documents and reports often of a highly-sensitive and confidential nature; ensures materials and reports for signature are accurate and complete and in compliance with Agency standards, policies and procedures.
 
Assists in preparing annual budget documents for the assigned managers’ office by performing research, compiling, monitoring, and analyzing data, and developing detailed, computer-generated spreadsheets to accurately display the budget information within a comprehensive format; tracks expenditures against budget; researches and compiles budget variance reports; process purchase requisition and check requests and prepares various operational reports.
 
Maintains the assigned managers’ calendar; coordinates, arranges and confirms meetings; screens requests for appointments; refers appointment requests to other Agency executives and department managers for action and follow up.
 
Receives and screens visitors and telephone calls, providing information and handling issues that may require sensitivity and use of sound, independent judgment; responds to requests for information and complaints, refers matters to appropriate Agency staff and/or takes or recommends action to resolve the request or complaint.
 
Reviews, determines the priority, and routes incoming correspondence, reports, requests and instructions; handles or refers matters as directed; acts as liaison in coordinating matters between the assigned managers’ office and other executive and department managers.
 
Proficient with a variety of office equipment including a working knowledge of Microsoft Work, Excel, Powerpoint and Outlook.
 
Refers or recommends referral of matters to appropriate departments and staff for action and report; maintains a suspense file and follows up to ensure that needed action has been taken.
 
OTHER DUTIES
 
Makes, confirms and coordinates travel arrangements for the assigned manager(s).
Organize and maintain technical filing systems related to the assigned managers’ office; maintain manuals and update resource materials.
 
Research and compile data for special reports; collect and assemble data and background materials for a variety of reports, charts, spreadsheets and related documents.
 
Organizes and attends staff, committee and task force meetings and takes minutes; performs input and maintains records, logs and databases of specialized or technical documents for a variety of purposes and information; generates periodic reports; plans and organizes special in-house and off-site meetings.
 
Exercises functional supervision over secretarial and clerical staff as required.
 
Coordin­ates special programs as necessary.

Training & Experience

Training and Experience:
 
A typical way of obtaining the knowledge, skills and abilities outlined above is graduation from high school or G.E.D. equivalent; with a substantial amount of course work in business administration, public administration, or related fields (graduation from a four year college or university with a degree in one of the areas of study is highly desirable); four years of increasingly responsible office administrative or secretarial experience; or an equivalent combination of training and experience. Experience in a government setting dealing with elected and appointed officials is highly desirable.
 
Licenses; Certificates; Special Requirements:
 
A valid Class C California driver’s license and ability to maintain insurability under the Agency’ vehicle insurance program.

Supplemental Information

Knowledge of:
 
Office administrative and management practices and procedures; principles and practices of sound business communication and budget development; basic principles and practices of fiscal, statistical and administrative data collection and summary report preparation; modern office procedures, methods and computer equipment; correct English usage, including spelling, grammar and punctuation; basic organizational management practices as applied to the analysis and evaluation of programs, policies and operational needs; research and reporting methods, techniques and procedures; Agency organization, rules, policies and procedures, including travel and expense reporting; basic functions of public agencies, including the role and responsibilities of a public governing board; laws, regulations and policies governing the administration of a municipal water Agency in the State of California applicable to assigned areas of work; rules and regulations for the conduct of public meetings; the Agency’s personnel rules, policies and labor contract provisions; advanced word processing, advanced spreadsheet applications, graphics and other software packages; budgeting, record keeping, filing and purchasing practices and procedures.

The Agency offers comprehensive benefit package for eligible employees and their eligible dependents. These include health, dental, vision, and life insurance, as well as a variety of voluntary benefits. Programs and benefit amounts vary and are based on bargaining unit and employment type.
This benefits overview is a summary, and is not to be considered all-inclusive or applicable to all employees.
Retirement
The Agency offers the California Public Employees’ Retirement System (CalPERS) 2.5% @ 55 retirement formula, and pays the employee’s portion of 8%. The Agency also participates in Social Security. The Agency pays 7.65% and the employee pays 7.65% [6.2% FICA + 1.45% Medicare = 7.65%].
 
Health
The Agency contributes a minimum of $650 for employee only coverage and up to 95% of the CalPERS Kaiser Permanente family rate for employees with dependents for the purchase of health, dental, vision and/or life insurance.   Health insurance is offered through CalPERS, and enrollment is optional with evidence of health coverage from another source. Eligible employees who waive health insurance receive the benefit in a cash payment. Coverage is effective the first day of the month following the date of hire.
 
Dental and Vision Insurance
Agency offers two dental plans – Delta Dental and Western Dental Plan. Enrollment in one of the plans is mandatoryCoverage is effective the first day of the month following the date of hire. Vision insurance is offered through EyeMed Vision Plan and enrollment is voluntary. Coverage is effective the first day of the month following the date of hire.
 
Flexible Spending Account (FSA) Plan
Upon completion of the original probationary period, employees may participate in the Agency’s Section 125 Cafeteria Program. Participants in this program may take advantage of tax savings offered through a medical care flexible spending account, a dependent care flexible spending account, or purchase supplemental disability, accident, heart & stroke and/or cancer insurance with pre-tax dollars. In addition, employee’s can purchase supplemental life insurance with post-tax dollars.   
 
Life and Accidental Death & Dismemberment (AD & D) Insurance
Employees who are members of the Executive Management or Unrepresented groups, or members of the Supervisors’, Laboratory, or General Units are provided an Agency-paid $50,000 Life and AD & D policy.   Members of the Operators’ Unit are provided with an Agency-paid $30,000 Life and AD & D Policy. In addition, a basic $10,000 Life and AD &D policy is offered at the employee’s expense, and enrollment is mandatoryDependent coverage with a benefit of $1,500 is optional. Coverage is effective the first day of the month following TWO full months of employment.
 
Disability Insurance
Regular employees are covered by an Agency-paid long-term disability insurance, which will provide income for an employee who is totally disabled from injury or accident. The basic benefit provides for 60% of the first $10,000 of monthly salary, reduced by deductible income, after a 60 day waiting period. Coverage is effective the first day of the month following TWO full months of employment.
 
Short Term Disability Insurance is available through the State Disability Insurance (SDI) Program. Workers covered by SDI are covered by two programs: Disability Insurance and Paid Family Leave Insurance.
 
Employee Assistance Program
Agency employees are eligible for participation in an Employee Assistance Program (EAP) which provides confidential counseling services for employees and their immediate family.
 
Deferred Compensation
Participation in a 457 deferred compensation plan is available through Lincoln National, ICMA Retirement Corporation and CalPERS Deferred Compensation Plan. Enrollment is voluntary and 100% employee-paid. Additionally, participation in a 401 (a) deferred compensation plan is available through the ICMA Retirement Corporation.
 
Flexible Work Arrangements
Whenever possible, the Agency strives to be flexible to help employees achieve a balance between work and home responsibilities. Most employees participate in a 9/80 work schedule. Members of the Operator’s Unit work a 4/10 schedule.
 
TIME OFF
Holidays
The Agency offers nine (9) paid holidays. Additional paid holidays are available every fiscal year as follows:
 
Executive Management                  6 Floating Holidays & 6 Executive Leave days
Unrepresented Management         5 Floating Holidays & 5 Personal Leave days
Unrepresented Specialized            4 Floating Holidays & 4 Personal Leave days
Unrepresented Non-Management    3 Floating Holidays & 1 Personal Leave days
Supervisors’ Unit                        9 Personal Leave days
Laboratory Unit                          7 Personal Leave days
Operator’s Unit                          4 Floating Holidays
General Unit                              4 Floating Holidays
Vacation Leave
Employees accrue 80 hours of vacation leave per year progressing to 200 hours per year, depending on length of employment. Executive Management employees accrue 120 hours of vacation leave per year progressing to 200 hours per year, depending on length of service. Cash-out option available.
 
Sick Leave
Employees accrue 96 hours of sick leave annually. Cash-out option available.
 
Bereavement Leave
Employees may take up to five work days of paid bereavement leave to attend funeral or related services for an immediate family member; three work days for an employee’s extended family member.
 
Court Leave
An employee who is called or required to serve as a trial juror, witness, or who is a victim of a crime or domestic violence will be excused from work during the period of such service or while present in court as a result of such a call. 
 
Longevity Leave
An employee receives paid longevity leave on his/her designated anniversary date beginning at year ten, then again at five year intervals; the amount of leave varies depending on bargaining group.

Employer
Inland Empire Utilities Agency
Address
6075 Kimball Ave.

Chino, California, 91708
Phone
909-993-1600

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