Executive Assistant

Padre Dam Municipal Water District - Santee, CA

Full-time - Mid Level

Santee, CA

Waste Management and Remediation Services

About the position

Padre Dam Municipal Water District is seeking an experienced Executive Assistant to join our dynamic team. This position is under the direction of the CEO/General Manager and/or Executive Services Manager, and it plays a crucial role in supporting and administering the operations of the Executive Office. The Executive Assistant will perform at an advanced professional level, handling diverse, complex, and confidential administrative support functions that require independence, initiative, and discretion. A strong understanding of Padre Dam's and the East County AWP Joint Powers Authority's (JPA) organizational operating policies and procedures is essential for success in this role. The Executive Assistant will support the CEO/General Manager and the Executive Services Manager, who serves as the Board Secretary for both Padre Dam and the JPA's Board of Directors. Responsibilities include participating in the preparation of agenda packets, reports, supporting documents, and minutes. The Executive Assistant may also serve as the acting Board Secretary in the absence of the Executive Services Manager. This role involves interpreting and maintaining policies and procedures for both Padre Dam and the JPA, as well as assisting with the implementation of the District's records management program and the development of the Electronic Content Management Software. In addition to administrative duties, the Executive Assistant will assist with responses to Public Records Requests, schedule meetings and special events, and make reservations and travel arrangements for meetings and conferences. The ideal candidate will have experience with OnBase Unity (Document Management) and OnBase Agenda, along with at least five years of progressively responsible administrative experience supporting a governing body and/or an engineering department. This is not an entry-level position, and candidates should be prepared to perform a wide range of tasks with professionalism and attention to detail.

Responsibilities

• Provides support primarily to the Executive Office and periodically to various departments to ensure administrative coverage.
• Recommends and assists in the implementation of department goals and objectives; assists with special projects providing leadership and guidance to administrative support staff.
• Acts as a primary point of contact for the department by directing calls and assessing the urgency and importance of situations.
• Assists with coordination and preparation of agenda packets and supporting documents, ensuring compliance with the Brown Act.
• Coordinates work with management and other staff to ensure a high performance, customer service-oriented work environment.
• Provides information and assistance to Board members and customers by interpreting departmental policies and procedures.
• Prepares a variety of correspondence and documents such as letters, agenda items, and reports, ensuring accuracy and compliance with District policies.
• Assists with maintaining and coordinating updates to Padre Dam Policies and Procedures and related public notices.
• Gathers data and records for Public Records Act requests on behalf of Padre Dam and the East County AWP JPA.
• Coordinates the filing of Statements of Economic Interest and campaign financing statements, notifying affected parties of FPPC requirements.
• Participates in departmental budget preparation and monitoring activities.
• Prepares and processes documents such as purchase orders, payments, and invoices, adhering to Padre Dam's policies.
• Conducts research, collects, compiles, and analyzes information from various sources, preparing reports that interpret data.
• Schedules appointments and coordinates meetings for department heads, making reservations for conferences and seminars as needed.
• Plans, organizes, coordinates, and/or participates in internal and external events as needed.
• Assists with updating and implementing the District's records management program and software.
• Supports and promotes the philosophy of continuous improvements, recommending changes to achieve greater productivity.
• Assists with preparation and administration of contracts, including reviewing and maintaining bonds and insurance certificates.
• Assists Engineers/Project Managers with the solicitation of external contractors and consultants for the District and the JPA.
• Monitors and updates department website content and maintains Stream (Intranet) Libraries for the department.
• Researches and orders supplies, furniture, and equipment as needed.
• Performs routine duties independently, setting priorities and scheduling own work.
• Maintains cooperative working relationships with management, board members, vendors, contractors, and the public.

Requirements

• High School Diploma or General Equivalency Diploma (G.E.D.) supplemented by specialized administrative assistant, business office and/or business management training.
• Or Associate's Degree in business, accounting, finance, public administration, human resources, communications or other related field.
• Five years of work experience performing progressively responsible administrative experience related to area of assignment.
• Strong computer skills and aptitude to master the District's Electronic Content Management Software.
• Proficient in MS Office 365 Suite and Adobe Acrobat Professional.
• Strong customer service skills in dealing with members of the public and co-workers.
• Ability to communicate clearly and effectively, both verbally and in writing.
• Demonstrated strong attention to detail and follow-up skills.

Nice-to-haves

• Experience with OnBase Unity (Document Management) and OnBase Agenda.
• Board Secretary Certification from the California Special Districts Association.

Benefits

• Health insurance coverage
• Dental insurance coverage
• Vision insurance coverage
• 401k retirement savings plan
• Paid holidays
• Paid time off (PTO)
• Flexible scheduling options
• Professional development opportunities