Temporary, Limited-Term Office Assistant I or II

Job Description:

Temporary, Limited-Term Office Assistant I or II

Description

Job Summary

CVWD'S Finance Department is seeking a skilled and adaptable professional for a limited-term, full-time position with benefits to support daily operations within the Naviline Central Square operating system. This position will play a critical role in maintaining essential financial processes and ensuring service continuity while key staff focus on the implementation of a new Enterprise Resource Planning (ERP) system and customer billing software.

The successful candidate will be responsible for assisting with operational functions and alleviating workload demands during this transitional period. This limited-term appointment is anticipated to last between one (1) to two (2) years , providing valuable support to the department as it undergoes these significant system enhancements.

TITLE: Office Assistant I or II ( LIMITED-TERM )

SRN A10: $4,204 - $5,792 Monthly, Non-Exempt

SRN A14: $4,610 - $6,313 Monthly, Non-Exempt

Bargaining Unit: Teamsters 1932

Department: Finance

Section: Administration

REPORTING RELATIONSHIP:

Reports to: Director of Finance

Supervises the following positions: N/A

Promotional opportunity procedures will include the following:

Review of minimum qualifications

Review of personnel files, including but not limited to: attendance history, disciplinary history, and performance evaluations

Testing/Assessments:

Oral Interview(s)

DEFINITION: Under immediate to general supervision, performs routine clerical and administrative work in support of a departments daily operations including answering and directing phone calls, performing data entry, processing incoming correspondence; maintaining postage and mailing logs; provides switchboard assistance and copy centers, and logs and distributes incoming facsimiles; develops reports and spreadsheets; and performs related work as required.

CLASS CHARACTERISTICS:

Office Assistant I: This is the entry-level classification in the Office Assistant series. Initially under close supervision, incumbents learn and perform routine clerical and administrative work in support of an assigned department. As experience is gained, assignments become more varied, complex, and difficult; close supervision and frequent review of work lessen as an incumbent demonstrates skill to perform the work independently. Positions at this level usually perform most of the duties required of the positions at the Office Assistant II level but are not expected to function at the same skill level 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.

Office Assistant II: This is the fully qualified journey-level classification in the Office Assistant series. Positions at this level are distinguished from the Office Assistant I level by the performance of the full range of duties as assigned, working independently, and exercising judgment and initiative. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit.

Essential Functions

EXAMPLES OF TYPICAL JOB FUNCTIONS:

Positions at the Office Assistant I level may perform some of these duties and responsibilities in a learning capacity.

• Accurately composes letters, reports, forms lists, schedules, financial and statistical data from rough drafts, notes, or verbal instructions.
• Conducts research in response to requests from staff and customers; provides excellent customer service.
• Assists with administrative preparations related to various meetings, study; maintains and manages various calendars.
• Assists with records retention and disposition.
• Provides assistance with daily duties as needed including, but not limited to switchboard relief, mailroom, incoming/outgoing correspondence, records searches, and assigning file numbers.
• Photocopies information and transmits facsimiles for District personnel.
• Scans and indexes incoming correspondence; assists with the maintenance of a variety of records.
• Assists consultants and staff for software and file upgrades.
• Sorts, date stamps and distributes, incoming and outgoing mail.
• Answers and routes incoming calls to appropriate District staff; provides information to customer inquiries.
• Performs data entry work into various data systems.
• Maintains and orders supplies; maintains the supply room.
• Checks visitors in and out, issues visitor badges, and ensures badges are returned.
• Assists all departments as requested and/or as necessary.
• Takes customer payments over the telephone.
• Observes and complies with District and mandated safety rules, regulations, and protocols.
• Performs other duties as assigned.

Please visit https://www.governmentjobs.com/careers/cvwd/classspecs for the full job description.

Minimum Qualifications

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:

Education:

• Office Assistant I/II - Equivalent to a High School diploma with supplemental coursework and experience in business administration.

Experience:

• Office Assistant I - One (1) year of office related support assistance.
• Office Assistant II - Three (3) years of increasingly responsible experience performing duties equivalent to the Office Assistant I.

Licenses and Certifications:

• Possession of a valid California Driver’s License, to be maintained throughout employment.

Knowledge of:

• Records management, phone systems, and general office support.
• District and mandated safety rules, regulations, and protocols.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and District staff.
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
  

Ability to:

• Perform word processing duties with accuracy and speed; word processing at a rate of 50 WPM from clean copy.
• Effectively follow written and oral instructions and directions and prioritize work.
• Pay attention to detail in work; spot errors and make corrections.
• Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines.
• Effectively use computer systems, software applications relevant to work performed, 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.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

The Coachella Valley Water District provides a comprehensive, balanced, and competitive benefits package ensuring employees have many options to meet their healthcare, wellness and/or retirement savings goals. Providing employees with flexibility and support for all the different stages of life. Employees may pay some portion of their benefit premium costs based on the provisions of their labor-negotiated Memorandums of Understanding (MOU's) and the level of coverage they select. Additional information regarding CVWD employee benefits is available at https://www.cvwd.org/176/Benefits .

Closing Date/Time: 4/11/2025 11:59 PM Pacific

Salary:

$4,204.00 - $6,313.00 Monthly