The Metropolitan Water District of Southern California

Job Details


Job Summary

ADMINISTRATIVE ASSISTANT I
Metropolitan’s Engineering Services Group has two (2) openings for an Administrative Assistant I available at its Headquarters in Los Angeles, California.

As an Administrative Assistant I, you will provide support to the Engineering Services Group performing a variety of different tasks including formatting, heavy proofreading, tracking, and routing of documents such as board letter documents, internal memorandums, and external correspondences.  You will also process simple procurement transactions, and handle travel authorizations and expense reports in addition to providing front office coverage by answering phones, providing parking validations, and greeting guests and visitors.  You will also maintain files (e.g., project-related, construction contracts, invoices, etc.); archive and process files for offsite record storage; monitor and maintain the MS Outlook calendar for the designated office; act as a timekeeper; and perform other related work as required (e.g., picking up/distributing mail, scheduling meetings, setting up for special events, etc.).

You will have the opportunity to demonstrate your attention to detail, customer service and organizational abilities within a fast-paced, deadline-driven environment as you support the Engineering Services Group.

JOB DUTIES
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 of 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 replenishment 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.

Work Schedule: 9/80

Job Selection Criteria:
• 5% Written Communication
• 10% Oral Communication
• 10% Customer Service
• 10% Organization
• 15% Teamwork
• 20% Job Preparation
• 30% Technical Knowledge/skills

Job Requirements

MINIMUM QUALIFICATIONS
Education and Experience:
  A high school diploma or high school equivalency certificate and four years of relevant experience; or Associate’s Degree from an accredited college or university in a related field and two years of relevant experience; or 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 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; problem 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.

License required: Valid Driver’s license from state of residency, equivalent to a California Class C is required at time of application.

PHYSICAL DEMANDS, WORK ENVIRONMENT, AND VISION REQUIREMENTS
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 job 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, 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.

Vision Requirements:  No special vision requirements

Closing

BENEFITS
• Competitive compensation
• Excellent medical, dental, life, vision and retirement plans, including pension plan and 401k (with matching contribution), tuition reimbursement, and more
• Training and advancement opportunities
• On-site fitness center
• Excellent working environment
• Hub of public transportation: rail, subway, buses, and taxis
• Public transportation reimbursements and van pools

For more information on MWD benefits, please use the following link: http://www.mwdh2o.com/PDF_Careers/benefits.pdf

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 jobs@mwdh2o.com.

The Metropolitan Water District of Southern California is committed to providing reasonable accommodations to qualified individuals with disabilities. Qualified individuals with disabilities who need a reasonable accommodation during the application or selection process, please call (213) 217-7738 or email jobs@mwdh2o.com.

MWD is a Federal and State EO employer – Veterans/Disabled and other protected categories

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