Full Job Description

Reclamation District 900 (RD 900) is currently hiring for an Office Administrative Assistant position within the Special District.

About the Reclamation District 900:

Created in 1911 by California Legislature, Reclamation District 900’s mission is to both operate and maintain the levees and the internal drainage system that reduce flood risk for properties within its boundaries in the City of West Sacramento. Today, the District has ten employees responsible for operating and maintaining 13.6 miles of levees, along with the facilities that make up the internal drainage system.

We are looking for an enthusiastic and motivated individual to join our team. If you are interested in a challenging opportunity in a highly team-oriented environment, you are encouraged to apply. We are located in West Sacramento, right off I-50E.

About the Role:

Under the general direction of the General Manager (GM) & Assistant General Manager (AGM), the Administrative Assistant (AA) provides competent and confidential administrative support, including handling confidential materials, providing information to the public and staff, requiring considerable knowledge of District and department services, policies, and procedures. The AA serves as the Records Custodian, and is responsible for establishing, implementing, maintaining, and disposing of the Records Management Program, Accounts Receivable, and Logistics Coordinator.

Responsibilities:

Administrative Support

• Provides a variety of reports, letters, memos, and other written materials.
• Communicates (both verbally and written) with the GM/ AGM consistently updating managers on status of projects/ events.
• Answer phones, ensuring coherent/ concise messages are taken/ delivered.

Organization

• Maintains and organizes the office and materials necessary to effectively support Management.

Accounts Payable/ Receivable

• Provides support to accounting team.
• Accuracy and timeliness of District bills/ invoices are closed out regularly.
• Verifies documents are properly uploaded and delivered to accounting team.
• Ensures products/ services purchased are properly received.

Budget

• Compiles figures for the preparation of the District’s budget.
• Provides standard current overhead costs to GM for the preparation of projections for payroll and other costs.
• Populates drafts and final budget information (utilizing Quickbooks and additional sources) based on GM directions to produce final budget documents.

Payroll

• Supports District by processing personnel and payroll forms
• Ensures forms/ requests are in conformance with files/ regulations of District.
• Answers questions regarding pay rates, holidays, and paid time off requests.

Records Custodian

• Maintains accurate records and files related to the District and areas of assignment in accordance with California state record keeping practices and principles.
• Informational materials/ forms development and distribution.
• Surplus disposal.
• Prepares/ submits reports to various regulatory agencies, funding sources, and other organizations.

Public Relations

• To promote healthy relationships with the public by ensuring public concerns are addressed in a tactful, pleasant, professional, and timely manner via in-person or telephone, to include de-escalation of potential adverse clientele.
• Email and Social Media concerns shall be forwarded to GM/ AGM for responses.

Supplies

• Inventory/ keep on hand a reasonable supply of office tools and materials for the District, and to quickly procure additional supplies.

Disposal

• Will appropriately dispose of all items identified by GM/ AGM in a timely manner.

MINIMUM QUALIFICATIONS:

Any combination of training and experience which would provide the required knowledge and skill. A typical way to obtain the required knowledge and SKILL WOULD BE:

Education: Associate’s degree preferred, not required. Knowledge of inner office workings, proper telephone etiquette, and basic computer skills; Microsoft 365 Suite, QuickBooks, Teams, Zoom, etc.

Experience: Possesses an understanding of applying and explaining applicable laws, codes, and regulations as they pertain to district administrative operations. Maintains accurate records and files, to include record creation, storage, and destruction. Prepares clear and concise reports, correspondence, and other written materials. Understands and follows oral and written directions. Uses initiative and independent judgement for assigned tasks. Contributes effectively to the accomplishments of team/ work unit goals, objectives, and activities. Establishes and maintains effective working relationships with those contacted in the course of the work. Contributes to Payroll/ Budgetary and relates analysis and support for the District. Represents the District in a professional manner as they are the first point of contact for visitors. Correspondence with GM and AGM; also includes GM and AGM on all email communications. Reviews and evaluates work products, methods, and procedures. Checks plans and specifications for construction. Prepares and submits reports. Exceptional organizational skills with the ability to prioritize tasks. Exceptional communication skills (both written and oral) with the ability to work both with a team as well as independently. Ability to perform all duties in an accurate and timely manner – ability to meet both internal and external deadlines. Personal initiative to see tasks that need to be accomplished and follow through with said tasks. Strong planning and time management skills. Consistent personal ethics, integrity, dependability, and quality. May be required to drive a District or personal motor vehicle or arrange for appropriate transportation in order to attend off-site meetings/ attend other work sites.

Licenses and Certificates: This position requires possession and maintenance of a Class C Driver’s license. Associate’s degree preferred, not required.

All offers of employment will be contingent upon the successful passing of a drug and alcohol screening in accordance with Reclamation District 900's testing policy and procedures.

SUPPLEMENTAL INFORMATION:

Working Conditions: Ability to work in an office and field environment; sustained posture in a standing, walking, or seated position for prolonged periods of time; travel to attend a variety of meetings.

May serve as staff to commissions, may be required to attend off-hour meetings, and may be subject to 24-hour response by phone and in person in the event of utility emergencies and citywide emergency response events.

Physical Demands: Mobility to work in a standard office or construction environment, use standard office equipment and attend off-site meetings. On an intermittent basis, sit at a desk for long periods of time; intermittently walk, stand, bend, squat, twist, and reach while performing office duties; mobility to occasionally traverse uneven terrain, periodically standing, stooping, bending, climbing and kneeling to perform inspections; on occasion may be required to work in exposure to weather. Manual dexterity to use standard office equipment and supplies and small tools and to manipulate both single sheets of paper and large document holders (manuals, binders, etc.); vision to read handwritten and printed material and a computer screen; hearing and speech to communicate in person and by telephone; ability to lift and carry items weighing up to 25 pounds such as files, manuals, or small tools and equipment for distances up to 50 feet. Must possess vision to read printed materials and a computer screen, hearing and speech to communicate in person and over the telephone. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing department guidelines, policies and procedures.

Please reach out to admin@rd900.gov with any questions.

At RD 900 equity, diversity, and inclusion are at the core of our mission to advance the health and well-being of California’s diverse people and communities. We are genuinely and strongly committed to cultivating and preserving a culture of inclusion and connectedness where we can grow and learn together with a diverse team of employees. In recruiting for team members, we welcome the unique contributions that you can bring to us and the work we do.

Job Type: Full-time

Pay: $25.42 - $31.59 Per Hour

Benefits:

• Retirement Plan – 457(b)
• Health Insurance
• Dental insurance
• Vision Insurance – District Sponsored
• Paid time off
• Parental leave
• Professional development assistance
• Employee discount

People with a criminal record are encouraged to apply

Work Location: On-site/ in-office in West Sacramento, CA 95691

Job Type: Full-time

Pay: $25.42 - $31.59 per hour

Benefits:

• Dental insurance
• Employee discount
• Health insurance
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Vision insurance

Schedule:

• Day shift
• Monday to Friday

People with a criminal record are encouraged to apply

Application Question(s):

• What are your salary expectations?

Experience:

• QuickBooks: 2 years (Required)

Ability to Commute:

• West Sacramento, CA 95691 (Required)

Work Location: In person