Administrative Assistant (Ventura Water)

City of Ventura•Ventura, CA

6d•Onsite

About The Position

The City of Ventura has an exciting opportunity to join Ventura Water as an Administrative Assistant and start a rewarding career in public service! This position provides administrative support to division management while serving as an important resource for staff and customers. The current vacancy is in the Water Distribution division. This position performs a wide variety of administrative, clerical, and technical support functions, including preparing correspondence and reports, maintaining records, processing purchasing documents, assisting with budget tracking, and supporting Water Distribution operations. The successful candidate will be a collaborative professional who takes initiative, communicates effectively, and contributes to the efficient delivery of essential water services to the Ventura community.

Requirements

A combination of education, training, and experience equivalent to completion of the twelfth grade
Keyboarding abilities sufficient to perform the job
Three years of increasingly responsible clerical experience, including advanced clerical experience.

Nice To Haves

Secretarial experience is highly desirable.
Experience providing administrative support in a utility, public works, engineering, construction, or public agency environment.
Demonstrates excellent organizational, time management, and communication skills.
Exercises sound judgment, maintains confidentiality, and consistently produces accurate, high-quality work.
Can work independently, adapts to changing priorities, and collaborates effectively with staff, contractors, and the public.
Is proficient with Microsoft Office and quickly learns new software and business systems.
Experience with Workday or a comparable enterprise resource planning (ERP) system is highly desirable.

Responsibilities

Provide advanced administrative support to the Water Distribution Manager and staff while coordinating daily office operations.
Prepare correspondence, reports, spreadsheets, and other departmental documents.
Process purchase orders, requisitions, payment requests, purchasing agreements, expense claims, and Cal-Card reconciliations.
Coordinate meetings, training, travel arrangements, and departmental calendars
Maintain division records, databases, permits, inventories, and document management systems while ensuring accuracy and confidentiality.
Serve as the primary administrative contact for employees, contractors, vendors, customers, and the public, providing exceptional customer service and responding to inquiries.
Coordinate Water Distribution operational processes, including submitting and tracking DigAlerts, obtaining County encroachment permits, and maintaining required records.
Administer customer service programs such as flow tests and temporary water meters, including application processing, payment coordination, account setup, meter tracking, and customer communication.
Monitor and track operational data, including water loss reporting, inventory management, billable work orders, and asset management records.
Update the City's Water Outage Map through the GIS portal, prepare operational reports, support regulatory and special projects, and perform related duties as assigned.
Support Water Distribution field operations through the timely coordination of administrative processes and perform related duties as assigned.