Inland Empire Utilities Agency
Administrative Assistant
SALARY
$25.55 - $31.14 Hourly
$2,044.15 - $2,490.92 Biweekly
$4,429.00 - $5,397.00 Monthly
$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
SALARY
$25.55 - $31.14 Hourly
$2,044.15 - $2,490.92 Biweekly
$4,429.00 - $5,397.00 Monthly
$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 DUTIESMakes, 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.
- Employer
- Inland Empire Utilities Agency
- Phone
-
909-993-1600
- Website
- http://www.ieua.org
- Address
-
6075 Kimball Ave.
Chino, California, 91708
- Employer
- Inland Empire Utilities Agency
- Phone
- 909-993-1600
- Website
- http://www.ieua.org
- Address
-
6075 Kimball Ave.
Chino, California, 91708