Management Assistant I/II - Water Resources Department

Perform a variety of administrative and office support functions for the Administrative Operations Manager, Engineering & Groundwater Services Manager, Improvement District No. 4 Manager or Water Resources Manager and other staff, as directed by the General Manager.

Note: The General Manager shall not change an employee’s department assignment without providing the employee with reasonable notice and an opportunity to meet and confer.

SALARY RANGE

• Management Assistant I: $55,682 - $67,517/year
• Management Assistant II:  $61,006 - $73,944/year

Essential Job Duties & Responsibilities: 
Management Assistant I:

1. Perform various administrative support functions for assigned department manager and staff.
2. Review documents to ensure consistency and accuracy in grammar, spelling, punctuation and formatting.
3. Coordinate and schedule various meetings with Directors, staff and outside entities.
4. Maintain and organize files.
5. Prepare, code and approve invoices for processing and payment.
6. Coordinate travel arrangements and track related expenditures.
7. Assist with coordination of Agency tours and presentations.
8. Perform credit card reconciliations and assist with processing reimbursements.
9. Assist with coordination of Public Records Act request responses.
10. Assist in monitoring of various cost-center and consultant budgets.
11. Perform reception duties, including monitoring entry gates/doors, answering and directing incoming calls, taking messages and greeting and assisting visitors.
12. Collect, open, prepare and/or distribute incoming and outgoing mail and deliveries.
13. Prepare coffee, tea and other refreshments; maintain cleanliness of coffee bar areas and meeting rooms; and assist with the setup and coordination of various meetings.
14. May perform Committee Secretary duties for an assigned committee (e.g., Cross Valley Canal Advisory Committee or Urban Bakersfield Advisory Committee), including overseeing and coordinating committee processes (e.g., agendas, memoranda, minutes and filings).
15. May perform Notary Public services for the Agency.
16. May perform Board Secretary duties, including overseeing and coordinating Board processes (e.g., agendas, memoranda, minutes and filings).

Management Assistant II:

1. Perform various administrative support functions for assigned department manager and staff.
2. Review documents to ensure consistency and accuracy in grammar, spelling, punctuation and formatting.
3. Coordinate and schedule various meetings with Directors, staff and outside entities.
4. Maintain and organize files.
5. Prepare, code and approve invoices for processing and payment.
6. Coordinate travel arrangements and track related expenditures.
7. Assist with coordination and preparation of Agency tours and presentations.
8. Perform credit card reconciliations and assist with processing reimbursements.
9. Assist with or lead the coordination of Public Records Act request responses.
10. Assist in monitoring of various cost-center and consultant budgets.
11. Perform reception duties, including monitoring entry gates/doors, answering and directing incoming calls, taking messages and greeting and assisting visitors.
12. Collect, open, prepare and/or distribute incoming and outgoing mail and deliveries.
13. Prepare coffee, tea and other refreshments; maintain cleanliness of coffee bar areas and meeting rooms; and assist with the setup and coordination of various meetings.
14. May perform Committee Secretary duties for assigned committee (e.g., Cross Valley Canal Advisory Committee or Urban Bakersfield Advisory Committee), including overseeing and coordinating committee processes (e.g., agendas, memoranda, minutes and filings).
15. May perform Notary Public services for the Agency.
16. May perform Board Secretary duties, including overseeing and coordinating Board processes (e.g., agendas, memoranda, minutes and filings).

Marginal Job Duties & Responsibilities (Both I and II Level):
    1. Perform miscellaneous administrative tasks for Agency departments.

Education
High school diploma or General Educational Development (GED) Certificate.

Licenses/Certifications/Registrations

May be required to obtain a Notary Public certification issued by the State of California within 12 months of hire.

Experience
Management Assistant I: One (1) year performing administrative support functions.

Management Assistant II: Two (2) years performing administrative support functions; one (1) year of which must have included performing duties related to the Ralph M. Brown Act.

Knowledge, Skills and Abilities Include:

Management Assistant I:

1. Knowledge of basic modern office equipment, practices and procedures.
2. Ability to understand and apply the Ralph M. Brown Act.
3. Demonstrated ability to proofread documents.
4. Demonstrated proficiency in operating a personal computer and using Microsoft Word.
5. Demonstrated ability to use Adobe Acrobat and Microsoft Outlook, PowerPoint and Excel.
6. Ability to travel to various locations.
7. Requisite reading, mathematical, written, oral language and presentation skills to perform the essential functions of the job.
8. Demonstrated ability to establish and maintain cooperative relationships with those contacted in the course of work.
9. Demonstrated ability to understand and carry out oral and written instructions.

Management Assistant II:

1. Knowledge of basic modern office equipment, practices and procedures.
2. Demonstrated ability to understand, interpret and apply the Ralph M. Brown Act.
3. Demonstrated proficiency in proofreading documents.
4. Demonstrated proficiency in operating a personal computer and using Microsoft Word.
5. Demonstrated ability to use Adobe Acrobat and Microsoft Outlook, PowerPoint and Excel.
6. Ability to travel to various locations.
7. Requisite reading, mathematical, written, oral language and presentation skills to perform the essential functions of the job.
8. Demonstrated ability to establish and maintain cooperative relationships with those contacted in the course of work.
9. Demonstrated ability to understand and carry out oral and written instructions.

Note: A combination of Agency experience and other experience may satisfy these requirements for internal applicants.

Activity	Essential	Marginal	N/A	Seldom	Occasionally	Frequently
Carry/Lift   Up to 10 lbs.	x					x
Carry/Lift   Up to 35 lbs.	x			x
Carry/Lift   Up to 55 lbs. ¹	x			x
Climb	x				x
Crawl/Kneel	x			x
Drive		x				x
Grasp/Squeeze/Pinch	x					x
Hear	x					x
Push/Pull/Drag	x					x
Push Keys	x					x
See	x					x
Sit	x					x
Speak	x					x
Squat/Stoop	x				x
Stand	x					x
Swim			x
Twist/Turn	x					x
Walk	x					x
Environmental Demands	Essential	Marginal	N/A	Seldom	Occasionally	Frequently
Chemical Hazards			x
Electrical Hazards	x			x
Explosive Hazards			x
Mechanical Hazards	x			x
Radiation Hazards			x
Extreme Cold/Extreme Heat	x					x
Extreme Noise			x
Bodies of Water/Canals	x			x
Fumes/Dust	x					x
Insects	x					x

1 With Assistance

Department: Water Resources Department
Group: Water Resources
Direct Supervisor: Water Resources Manager
Location: Stuart T. Pyle Water Resources Center
Safety Sensitive: No
Level of Supervision: Limited
Supervisory Responsibilities: May direct/lead the work of Agency and consultant staff