Operations & Maintenance Assistant (Part-Time)

Vallecitos Water District•San Marcos, CA

4d•Onsite

About The Position

Under supervision, performs a wide variety of administrative and clerical support for the Operations & Maintenance (O&M) department, including computer work, typing, filing, data entry, and customer service work of a routine nature; performs related duties as required. This single incumbent position is expected to perform a wide variety of administrative and clerical support for the Operations & Maintenance department within a framework of established procedures with only occasional instruction or assistance. This position is directly supervised by the Mechanical Maintenance Manager. The O&M Assistant may take assignments and direction from other O&M supervisors or managers, with assignment priority set by the Mechanical Maintenance Manager. It does not supervise any staff.

Requirements

Proficient with Microsoft 365, Adobe Acrobat, and Docusign.
Knowledge of contemporary office methods and procedures.
Knowledge of a variety of office software programs, such as Microsoft 365, Adobe Acrobat, and Docusign.
Knowledge of operation of a variety of office equipment including computers, copiers, and scanners.
Knowledge of problem-solving techniques and critical thinking to support office operations.
Knowledge of time management and prioritization strategies.
Knowledge of electronic and paper-based filing systems.
Knowledge of business correspondence formatting and standards.
Knowledge of basic invoice processing.
Knowledge of calendar management.
Knowledge of the purpose and tasks of various operations & maintenance functions for a public agency.
Ability to communicate clearly and concisely, both orally and in writing.
Ability to use correct English grammar, punctuation, and spelling.
Ability to maintain orderly records.
Ability to prioritize and perform routine clerical work accurately.
Ability to establish and maintain effective working relationships with management, staff, and others contacted in the course of the work.
Ability to apply rules, regulations, procedures, and policies.
Ability to monitor and prioritize work.
Ability to evaluate day-to-day needs and apply sound judgment to complete tasks efficiently.
Ability to operate a desktop computer and standard office software.
Ability to observe safe work methods and safety precautions related to the work.
High school graduation and two years of experience in related administrative work involving a high amount of data verification and other tasks requiring attention to detail.
Possession of, or ability to obtain, a California Class C driver’s license, and satisfactory driving record.

Nice To Haves

Ability to problem solve and think critically through common administrative issues.
Work productively and efficiently without direct oversight.
Organized, reliable, and able to manage time effectively.

Responsibilities

Prepares a variety of documents for O&M departments, such as correspondence, standard forms, technical documentation, presentations, charts, and reports using common office software; gathers and compiles necessary information from written, recorded, or printed sources and/or oral instructions; reviews prepared materials for accuracy, completion, grammar, spelling, and punctuation.
Provides routine administrative & clerical assistance to O&M staff and departments; performs O&M filing; performs general records management duties including creating and maintaining files, central filing, archives, etc. in accordance with District’s records management and retention policy; operates scanner and computer for electronic document storage and retrieval.
Tracks, maintains, and follows District procedures for new O&M contracts; explains routine procedures and processes; takes meeting minutes as needed; schedules, sets up, and cleans up for meetings.
Communicates with vendors, contractors, and external agencies regarding various issues; tracks and records a variety of information from outside vendors, including but not limited to, paper records, vendor information, notices, and invoices; utilizes external software systems and platforms to support compliance and operational needs.
Maintains and stocks supply area and orders supplies as needed; collects and distributes a variety of paperwork, materials, and supplies; picks up a variety of materials from outside vendors.
Uses, monitors, and reconciles the O&M credit cards for department purchases; enters purchase requisitions for non-project-related purchases.
Arranges travel, including registration, hotel stay and transportation arrangements for Operations & Maintenance employees.
Assists with administrative, clerical, or other routine functions during Emergency Operations (EOC) activations, during regularly scheduled hours.
Operates copiers and a variety of office equipment.
Performs duties in a professional manner and works well with others or in a team setting.
Establishes and maintains cooperative working relationships with co-workers, outside agencies, vendors, contractors, and the public.
Regular attendance and adherence to prescribed work schedule to conduct job responsibilities.
Observes safe work practices and safety methods.
Performs other duties as assigned.