Administrative Assistant I

Metropolitan Water District of Southern California - Los Angeles, CA (30+ days ago)3.9


As an Administrative Assistant I you will provide administrative support as part of the IT Business Management Team. Responsibilities may include general reception duties such as answering phones and inquiries in support of IT Managers; scheduling and responding to meetings, events, and requests using Microsoft Outlook; procuring material and supplies with a purchase card; performing timekeeping duties, collecting data and compiling reports, and assisting in the preparation of purchase order requisitions for the acquisition of goods and services.

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.

Work Schedule: 9/80 (Alternate Friday's Off)

Job-Related Selection Criteria
35% Technical knowledge/skills including knowledge of general office procedures, Microsoft
Office Suite, report generation, telephone/front office etiquette
15% Job Preparation (Education, experience, and training relevant to the position)
10% Customer Service
10% Teamwork
10% Organization
15% Oral Communication
5% Written Communication
100% Total

Job Requirements

MINIMUM QUALIFICATIONS
Education and Experience: A high school diploma or general education development test (GED) and four years of relevant experience; OR

An Associate’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; 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.

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 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.

Vision Requirements: No special vision requirements

Closing

BENEFITS

  • Competitive compensation
  • Excellent medical, dental, life, vision plans.
  • Deferred compensation in the form of a 401(k) plan (with matching contribution) and a 457 plan.
  • Retirement benefits under the California Public Employees' Retirement System
  • Tuition reimbursement
  • 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.

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).

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