Posting Date :
Job Number :
Job Title :
Administrative Assistant I
Los Angeles, CA
Work Schedule :
Application Filling Period :
June 19, 2013 - July 8, 2013, or until sufficient applications are received
Salary Range :
$22.40 - $29.51
ADMINISTRATIVE ASSISTANT I
The Engineering Services Group has two (2) openings for an Administrative Assistant I at our Los Angeles headquarters at Union Station. One position supports the Chief Engineer, while the second position supports the Program Management Unit.
Positions at this level are responsible for preparing formal correspondences, routine correspondences prepared by others, and other documents (including formatting, heavy proofreading, and tracking routing/approvals (e.g., internal memorandums, external correspondences, pay estimates, change orders, board letter documents, etc.); processing simple purchase requisitions; ordering, receiving, and maintaining office supplies; communicating with a range of customers (e.g., internal staff, member agencies, bidders on specifications, etc.) including, for instance, posting bid-related information on Metropolitan’s website; tracking and monitoring various documents (e.g, contractor insurance and other project-related data, etc.); maintaining files (e.g., construction contracts, expense reports, invoices, event planning, etc.); archiving and processing files for offsite record storage; preparing travel authorization requests and expense reports; updating various internal reference books (e.g., board letter related books, etc.); monitoring and maintaining the MS Outlook calendar for the designated office; acting as a timekeeper; providing front office coverage by answering phones, providing parking validations, and greeting guests/visitors; and performing other related work as required (e.g., picking up/distributing mail, etc.).
1. Prepares letters, reports, and other documents from rough drafts; arranges material into proper format; and creates basic spreadsheets.
2. Answers inquiries; explains or clarifies rules, processes, and procedures; and provides information requiring general knowledge or institutional operations.
3. Extracts information from a variety of sources and compiles information for periodic or special reports.
4. Processes petty cash requisitions, prepares reimbursement reports, and monitors replinishment of funds.
5. Performs corporate credit card purchases and reconciliations, creates reports, and provides support to other card holders.
6. Maintains databases by entering information from a variety of source documents and determining actions necessary to obtain missing information or to correct information.
7. Files documents, records, and reports; develops, reconstructs , and/or purges files; indexes, locates, and updates records.
8. Orders, receives, and maintains office supplies.
9. May act as timekeeper and assists employees and managers with accurate timekeeping submission; reviews and verifies timekeeping entries.
10. Performs other related Administrative Assistant job duties as required.
Education and Experience: An Associates’s degree from an accredited college or university in a related field and two years of relevant experience; or a Bachelor’s degree from an accredited college or university in a related field.
Required Knowledge of: Administrative procedures and systems; methods and techniques of data collection, data organization and report preparation; and current office technology and equipment.
Required Skills and Abilities to: Make arithmetic computations with speed and accuracy; apply business policies and procedures; problems solve; prioritize and multi-task; communicate clearly and concisely, both verbally and in writing; establish and maintain effective working relationships with those contacted in the course of work; work independently and in a team environment; and operate current office equipment including computers and supporting applications.
CERTIFICATES, LICENSES, AND REGISTRATION REQUIREMENTS
Employees in this position may be required to obtain and maintain the following certifications, licensing and registrations:
• Valid California Class c Driver License that allows you to drive in the course of your employment
PHYSICAL DEMANDS, WORK ENVIRONMENT, AND VISION REQUIRMENTS
The physical demands and work environment characteristics described here are representative of those that must be met or may be encountered by an employee to successfully perform the duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the job duties.
Physical demands: The work is sedentary. Typically, the employee may sit comfortably to do the work. However, there may be some walking; standing; bending; carrying of light items such as paper, books, or small parts; driving an automobile, etc. No special physical demands are required to perform the work.
Work Environment: The work environment involves everyday risks or discomforts that require normal safety precautions typical of such places as offices, meeting and training rooms, libraries, and residences or commercial vehicles, e.g., use of safe work practices with office equipment, avoidance of trips and falls, observance of fire regulations and traffic signals, etc. The work area is adequately lighted, heated, and ventilated.
• The Applicant Profile, resume, and response to the questionnaire will be used to screen an applicant’s ability to meet the minimum requirements.
• Based on a comparative analysis, only those candidates demonstrating the strongest backgrounds will be invited to testing.
• Those applicants invited for testing will participate in a written exercise (using Microsoft Word and/or Excel) and an oral technical panel interview.
Job Related Selection Criteria:
• 35% Technical knowledge/skills including knowledge of general office procedures, Microsoft Office Suite, report generation, telephone/front office etiquette
• 20% Teamwork
• 15% Job Preparation (Education, experience, and training relevant to the position)
• 10% Organization
• 10% Oral and Written Communication
• 10% Customer Service
This job announcement has been designed to indicate the general nature and level of work being performed by employees in this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job. To receive a copy of the complete job description, please send an email to firstname.lastname@example.org.
If the position requires a college/university degree, it must have been issued by an educational institution accredited by the United States Department of Education. Degrees issued by educational institutions outside the United States must include documentation validating the equivalency of that degree to the same degree in the United States to be considered acceptable for Metropolitan purposes.
Reasonable accommodation for people with disabilities may be requested by calling (213) 217-7738 at least 5 working days in advance of the scheduled examination date(s).
The Metropolitan Water District of Southern California is an Equal Opportunity Employer.
For additional information regarding this opening and instructions on how to apply on-line, please visit our web site at www.mwdh2o.com and go to MyJobs.