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Department Assistant (Public Affairs & Water Policy)
$63k-82k (estimate)
Full Time | Utilities
1 Week Ago
Mesa Water District (Mesa Water) is Hiring a Department Assistant (Public Affairs & Water Policy) Near Costa Mesa, CA
Mesa Water District is excited to now be accepting applications for a Department Assistant to work in both Public Affairs and Water Policy Departments. This is an in-person role and does not allow for remote work. The Department Assistant will provide administrative support to the Public Affairs Manager and Water Policy Manager, along with providing programmatic support to the District's social media account management, customer outreach and education programs, outreach events, and communications materials.
Ideal candidates will have the following:
- Professional & Technical Expertise:
- Administrative: Experience with managing calendars, editing content, strong telephone etiquette, distributing correspondence, and reconciling expenses.
- Public Affairs: Experience supporting community outreach events and editing communications materials.
- Action & Results Focus: Be self-motivated, focused on completion, and avoid overcomplicating a task.
- Attention to Detail: Shows thoroughness in adhering to work quality.
- Oral Communication: Presents information in a clear and organized manner.
- Customer Focus: Attends to the needs and expectations of customers.
- Teamwork: Does whatever is needed to make the team a success.
- Adaptability: Adjusts quickly to changes in assignments and priorities, willing to work occasional irregular hours on evenings and weekends to support District events.
Under general supervision, performs a full range of responsible secretarial, advanced clerical, and routine administrative and programmatic work of a general or specialized nature in support of assigned department manager(s) and staff.
SUPERVISION RECEIVED AND EXERCISED
Receives supervision from Public Affairs Manager. Exercises no direct supervision over staff.
CLASS CHARACTERISTICSThis is the fully qualified classification in the administrative series. Positions at this level are distinguished from the Office Assistant by the performance of the full range of duties as assigned, working independently, and exercising judgment and initiative. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit. Incumbents may provide technical or functional direction to lower-level support staff.
- Assists with District social media account management by loading content into media management system, monitors comments and assists with responses.
- Assists with implementing new customer welcome program by preparing welcome bags, making welcome phone calls, and mailing postcards to new customers.
- Coordinates logistics of membership and sponsorship activities by providing materials to third parties.
- Creates event emails, using the Mesa Water template, for distribution to Board and Management.
- Monitors and procures Public Affairs branded items (SWAG) inventory.
- Prepares and distributes correspondence to elected and appointed officials on behalf of Mesa Water officials and representatives.
- Prepares and distributes quarterly newsletter to Orange County’s special districts and ensures the distribution list is up to date.
- Provides support in the planning and execution of community outreach events, occasionally on evenings and weekends.
- Provides logistical support for the Mesa Water Education Center field trip program.
- Provides routine administrative support to both the Water Policy Manager and the Public Affairs Manager.
- Performs a wide variety of complex clerical, secretarial, and routine administrative and programmatic duties for assigned staff; investigates and answers complaints and helps in resolving operational and administrative problems. Receives, screens, and routes office telephone calls, visitors, and mail; independently responds to inquiries and requests for information and assistance from callers and visitors; researches information related to District regulations and office policies; refers callers to appropriate District staff for further assistance as needed.
- Types, word processes, formats, proofreads, and edits a wide variety of reports, agendas, budgets, letters, memoranda, correspondence, and other material; types or enters data from rough draft or verbal instruction; independently composes correspondence and other written materials related to assigned area of responsibility including those for supervisor’s signature.
- Organizes and maintains calendar of activities, meetings, and various events for staff, coordinates activities with other District departments, the public and outside agencies.
- Arranges and coordinates meetings and public classes for assigned groups including staff and department meetings; prepares agendas, handouts, and correspondence; may attend meetings, take notes, and prepare minutes and summaries as assigned; maintain the action list derived from each meeting.
- Participates in the collection, compilation, and analysis of information from various sources on a variety of specialized topics related to area of assignment; participates in the preparation of reports that present and interpret data, identify alternatives, and make and justify recommendations.
- Verifies and reviews materials, applications, records, and reports for completeness and conformance with established regulations and procedures; applies applicable policies and procedures in determining completeness of applications, records, and reports.
- Performs a variety of general bookkeeping and clerical accounting duties and responsibilities involved in financial record keeping and reporting for assigned area; maintains a variety of accounting records, logs, and files; verifies, balances, and adjusts accounting records; prepares requisitions or check requests; processes petty cash transactions; participates in developing and monitoring assigned budget; compiles annual budget requests; monitors approved budget accounts.
- Assists in formulating District policies and procedures; reviews existing policies and procedures and identifies those needing updating; updates or coordinates with appropriate staff to update policies and procedures; researches and creates new policies and procedures.
- Coordinates conference and seminar attendance for various District staff; arrangements include registration, travel, and lodging accommodations; contacts facilitators regarding conferences and seminars, compiles expense reports, prepares itinerary packages, requests travel advances and reimbursements, and tracks costs and expenditures.
- Plans and organizes work activities; recommends improvements in workflow, procedures, and use of equipment and forms; implements improvements as approved; develops and revises office forms and report formats as required; organizes, implements, and maintains department file and record systems; modifies systems as needed.
- Maintains office supplies and inventories; orders and stocks office supplies as needed.
- Performs related duties as assigned.
EXPERIENCE: Three years of increasingly responsible clerical, secretarial, and routine administrative support experience. Experience supporting public outreach events, communications, and/or public affairs is desirable.
LICENSE: Valid class “C” California Driver’s License and a satisfactory driving record.
KNOWLEDGE:
- General operational characteristics, services, and activities of the functions, programs, and operations of a public agency.
- Principles and practices of fiscal, statistical, and administrative research and report preparation.
- Principles and procedures of record keeping and filing, and business letter writing.
- Principles of agenda preparation and distribution; notice requirements for public meetings, Board actions, ordinances, and resolutions.
- Methods and techniques of public relations.
- Mathematical principles; basic principles and practices of budget preparation and administration.
- Principles and techniques for working with groups and fostering effective team interaction to ensure teamwork is conducted smoothly.
- Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and District staff.
- The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
- Modern equipment and communication tools used for business functions and program, project, and task coordination.
- Computers and software programs (e.g., Microsoft software packages, Adobe, etc.) to conduct, compile, and/or generate documentation.
ABILITIES:
- Perform a full range of secretarial, advanced clerical, and routine administrative and programmatic work of a general or specialized nature involving the use of independent judgment and personal initiative.
- Understand the organization, operation, and services of the District and of outside agencies; understand, interpret, and apply general and specific administrative and departmental policies and procedures; effectively represent the District to outside individuals and agencies; respond to requests and inquiries from the public; advise and provide interpretation to others how to apply policies, procedures, and standards to specific situations.
- Research, compile, analyze, and interpret data; compare, count, differentiate, measure, and/or sort data and information; assemble, copy, record, and transcribe data and information; classify, compute and tabulate data.
- Participate in the preparation of a variety of administrative and financial reports; prepare correspondence and memoranda; implement and maintain standard filing systems.
- Use functional reasoning in performing semi-routine functions involving standardized work with some choice of action.
- Maintain sensitive and confidential information.
- Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
- Effectively use computer systems, software applications, and modern business equipment to perform a variety of work tasks.
- Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
- Use tact, initiative, prudence, and independent judgment within general policy, procedural and legal guidelines; exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports.
- Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
Job Summary
JOB TYPE
Full Time
INDUSTRY
Utilities
SALARY
$63k-82k (estimate)
POST DATE
05/08/2024
EXPIRATION DATE
05/27/2024
WEBSITE
mesawater.org
HEADQUARTERS
COSTA MESA, CA
SIZE
50 - 100
FOUNDED
1960
TYPE
Private
CEO
LEE PEARL
REVENUE
$5M - $10M
INDUSTRY
Utilities
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If you are interested in becoming a Department Assistant, you need to understand the job requirements and the detailed related responsibilities. Of course, a good educational background and an applicable major will also help in job hunting. Below are some tips on how to become a Department Assistant for your reference.
Step 1: Understand the job description and responsibilities of an Accountant.
Quotes from people on Department Assistant job description and responsibilities
A department assistant provides secretarial and administrative support for an entire department.
03/18/2022: Longview, TX
A department assistant greets and works with visitors and callers to determine how best to assist them.
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Additionally, a department assistant provides various types of scheduling support.
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Department assistants also manage, disseminate and store various types of documentation.
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An assistant typically orders and distributes office and other supplies, schedules maintenance and repair of equipment.
04/25/2022: Washington, DC
Step 2: Knowing the best tips for becoming an Accountant can help you explore the needs of the position and prepare for the job-related knowledge well ahead of time.
Career tips from people on Department Assistant jobs
Employers generally require department assistants to perform other general office duties.
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Department Assistant usually handle organizational and clerical support tasks.
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The department assistant must have to think on their feet, learn how to diffuse difficult situations and make customers or clients feel valued.
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Knowing how to coordinate an office.
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Complete an associate or bachelor's degree.
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Step 3: View the best colleges and universities for Department Assistant.
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