Job Details

Definition and Class Characteristics

Monterey One Water is looking for a professional and knowledgeable individual to join our team.  The ideal candidate will be a team player, flexible, proactive, and have strong communication skills. 

Definition
Under close supervision (Administrative Support Specialist I) or general supervision (Administrative Support Specialist II), performs a variety of office administrative support duties in support of an assigned organizational unit; provides information to the public and other Agency employees on the functions, policies, and administrative procedures of the organizational unit; and performs other job-related duties as required.
 
Class Characteristics

Administrative Support Specialist I -- This is the entry level class in the Administrative Support Specialist series providing general office administrative support for an organizational unit. Positions at this level usually perform most of the duties required of the positions at the Administrative Support Specialist II level, but are not expected to function with the same amount of program knowledge or skill level and usually exercise less independent discretion and judgment in matters related to work procedures and methods. Work is usually supervised while in progress and fits an established structure or patterns. Exceptions or changes in procedures are explained in detail as they arise.
 
Administrative Support Specialist II -- This is the journey level class in the Administrative Support Specialist series providing the full range of office administrative support for an organizational unit. Positions at this level are distinguished from the Administrative Support Specialist I level by the performance of the full range of duties as assigned, working independently, applying well developed program knowledge, and exercising judgment and initiative. Assignments are performed with the expectation that incumbents have the ability to choose among alternatives in solving job problems and work productively in the absence of a supervisor. 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. Employees at this level typically apply specialized program knowledge to self-direct the administrative, secretarial, or clerical tasks that are essential to the accomplishment of the unit's desired services or products. Work is normally reviewed only on completion and for overall results.

Essential Functions

Essential Functions

• Provides a wide variety of general administrative support to all departments at the RTP, including Assistant General Manager, other department managers, and associated staff.
• Acts as Receptionist and front office support for the RTP; directs complex technical questions or unusual requests to appropriate staff members.
• Maintains schedules and calendars.
• Attends meetings and takes minutes.
• Organizes and maintains various administrative, reference, and Liquid Waste Hauler customer files, including Agency permits from various local, state, and federal agencies; purges files as needed; updates, maintains, duplicates and distributes various department materials.
• Maintains Liquid Waste Hauler database and related Safety Data Sheet (SDS) database and files; Requests, receives, tracks SDS and interacts with Chemical companies to maintain records.  Prepares and sends out letters and materials to new customers to obtain required new account documentation; and issues permits.  Data entry and checking accuracy of Hauler billing tickets and accounts, coordinates activities with operations and customer service staff.  Prepares, processes, reviews and verifies documents, records and forms related to assigned area.
• Orders and maintains adequate office supplies; request and take receipt for goods and services; receive invoices and code for payment.
• Receives customer payments in person; makes change and issues receipts; explains billing and fee policies and procedures to the public related to the Liquid Waste Hauler function.   Requests, receives, sorts, and files customers' Certificates of Liability insurance documentation.  Interacts with insurance companies to identify and take action on customer accounts.
• Dispenses, reconciles, maintains custody and integrity of Agency petty cash funds; maintains custody and distributes employee paychecks/paystubs.
• Takes and transcribes meeting minutes from verbatim notes or electronic devices.
• Types and proofreads a variety of documents and forms including general correspondence, reports, charts, and memoranda from rough draft or verbal instruction.
• Collects and assembles data and background materials for a variety of reports.
• Compiles, prepares and enters data into a computer from various sources including accounting, statistical, and related documents.
• Verifies and reviews materials, records, and reports for accuracy, completeness and conformance with established regulations and procedures.
• Applies applicable policies and procedures in determining completeness of records and reports.
• Develops, organizes and maintains filing systems.
• Maintains records related to specific area of assignment including a variety of accounting records, logs, and files.
• Screens calls, visitors, and incoming mail; receives and responds to calls; provides information to the public, including contractors and vendors, by phone or in person; responds to citizen and staff inquiries and complaints; refers citizens to the appropriate department source; coordinates or resolves problems of a moderate nature when appropriate.
• Processes mail including receiving, sorting and distributing incoming and outgoing correspondence.
• Monitors and orders office and other related supplies; prepares, processes, and tracks purchase requisitions for services and materials; receives vendor invoices; prepares request for payment for department head approval.
• Operates a variety of standard office equipment, including job-related computer hardware and software applications, copiers, postage meters, facsimile machines, multi-line telephones, and transcription equipment; may operate other department-specific equipment; calls for service on office machines.
• May operate vehicle to deliver and pickup materials.
• May oversee the work of other staff in the performance of office support duties.
• Performs other job-related duties as assigned.

Qualifications

Knowledge of:

• Laws, rules and regulations governing current area of assignment.
• Methods, procedures, practices and terminology used in current area of assignment.
• Office methods, procedures, and equipment, including the operation and maintenance of photocopy, postage, facsimile, adding, telecommunication, and printing machines.
• Basic principles and practices of data collection and report preparation.
• Indexing, filing, and record keeping systems.
• Telephone and receptionist techniques.
• Customer service techniques, practices, and principles.
• Basic principles used in clerical accounting and bookkeeping.
• Mathematical principles.
• Business letter writing and basic report preparation.
• Proper English usage, spelling, grammar, and punctuation.
• Agency and organizational unit policies, rules, and regulations.
• Modern office procedures, methods and equipment including computers and supporting word processing and spreadsheet applications.
• Principles and practices of fiscal, statistical and administrative research and report preparation.
• Principles of training and work direction.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and Agency staff.

Ability to:

• Learn, interpret, and apply Agency and organizational unit policies, rules, and regulations.
• Independently perform a variety of office support and assistance work in accordance with standard procedures and requiring speed and accuracy.
• Make arithmetic computations with speed and accuracy.
• Prepare and maintain a variety of files and records.
• Use a typewriter, computer terminal and other office equipment to prepare a variety of documents at a skill level and with the degree of accuracy to meet job requirements.
• Handle multiple priorities and deadlines while serving in the support of staff.
• Take notes or dictation at meetings or interpret recorded dictation and transcribe accurately.
• Follow oral and written directions.
• Read, understand, and follow posted work rules and procedures.
• Work collaboratively in a team environment including ability to accept constructive criticism from co-workers.
• Provide work direction, coordination, and training for assigned office support staff.
• Organize and maintain complex filing and record keeping systems.
• Prepare and maintain a variety of records and reports.
• Use good judgment in choosing among available alternatives to solve work problems, recognizing scope of authority, and referring problems to others.
• Concentrate for extended periods.
• Respond to and effectively prioritize multiple phone calls and other requests for service.
• Assess situation and make timely decisions.
• Ability to follow oral and written instruction.
• Operate modern office equipment including computer equipment and specialized software applications programs.
• Use English effectively to communicate in person, over the telephone, and in writing.
• Use tact, initiative, prudence, and independent judgment within general policy and legal guidelines in politically sensitive situations.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Education and Experience:
Any combination of experience and education/training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
 
Equivalent to the completion of the twelfth grade. Specialized office support or secretarial training is highly desirable.
 
Administrative Support Specialist I: Two years of responsible work experience performing office support and public contact duties, preferably including some experience working with a public agency.
 

Administrative Support Specialist II: Four years of experience equivalent to that of an Administrative Support Specialist I with MRWPCA and demonstrated technical proficiency.
 
Licenses and Certifications:
Possession of a valid California Motor Vehicle Driver's license and be insurable with the Agency's insurance at the standard rate and continue to meet the established driving standards as a condition of employment for this position.

Physical and Environmental Demands

Physical Demands

• Standing & Walking – Primarily sedentary classification although standing in work areas and walking between work areas may be required.
• Lifting - Ability to safely lift up to 10 pounds overhead and 20 pounds to waist level; both these requirements include bending at knees to facilitate proper lifting techniques: 1 minute up to 5 minutes per day.
• Manual Dexterity - Ability to perform multiple work activities requiring a significant level of physical and mental coordination, such as operating a computer keyboard; copying, and adding machines; writing: 1 hour up to 8 hours per day.
• Visual – Ability to read printed materials and view a computer screen for long periods: 30 minutes up to 8 hours per day.
• Hearing and Speech - Ability to communicate in person, before groups, and over the telephone.
• Mobility – Ability to work in a standard office setting and operate a motor vehicle to visit various meeting sites, reach, carry, push, pull, stoop, and bend.

Environmental Elements
Employees work in an office environment with moderate noise levels, controlled temperature conditions and no direct exposure to hazardous physical substances. Employees may be exposed to waste and infections materials when handling potentially contaminated documentation.  PPE (personal protective equipment will be used during this task).