Job Details

Administrative Assistant/District Secretary 

Salary Range: $6,606 - $8,853

San Lorenzo Valley Water District is looking for applicants for the position of Administrative Assistant/District Secretary.  To be considered as an applicant you must submit all the required documents. 

Please submit the required package consisting of the following:  

*Resume  *Letter of Interest  *Supplemental Questions  *District Employment Application

See our website for the complete package information: https://www.slvwd.com/ 

See our Employment page: https://www.slvwd.com/human-resources/pages/employment-opportunities

CLOSING DATE:           Monday, March 18, 2024

ABOUT THE DISTRICT

The San Lorenzo Valley Water District is located in the coastal redwoods approximately 10 miles northeast of Santa Cruz, CA. If you live in the nearby towns of Felton or Scotts Valley, you are a relaxing 15-minute drive to work or the beach. The District maintains approximately 190 miles of pipeline and serves a population of approximately 35,000 customers. The SLV Water District was established in 1941 and serves the communities of Boulder Creek to Felton and Lompico to Scotts Valley. 

DEFINITION

Under the direction of the General Manager, the Administrative Assistant/District Secretary provides technical, administrative, and confidential secretarial support to the General Manager, Board of Directors, and other staff related to the activities of the District; performs other complex support duties to relieve the General Manager and Board of Directors of administrative detail; and performs other related duties as required. 

ESSENTIAL DUTIES (Duties may include, but are not limited to, the following)

Serves as Administrative Assistant to the General Manager and provides complex staff assistance in the overall administrative activities for the District.

Assists in the development, implementation, and administration of programs, projects, and District policies.

Keeps informed of State and Federal legislation that may have an impact on the District. 

Serves as Clerk or Administrative and Recording Secretary to the Board of Directors; attends Board meetings; takes and transcribes Board minutes for review by the Board of Directors.

Prepares, assembles, publishes, files, and distributes agendas, support documentation, and minutes of board meetings, campaign statements, and conflict of interest disclosure statements; prepares legal notices; and files notices with State and County as required.

Prepares Board agenda and reviews reports and agenda items for format, language, and adherence to District procedures; maintains the District's Administrative Code and related documents ordinances, and resolutions; publishes and posts bid notices, ordinances, resolutions, and notifications of Board meetings as required by Brown Act and other statutes; provides information and prepares documents required for the election of directors and concerning District policies and procedures.

Coordinates and schedules meetings and activities; assists in setting up and making preparations for Board and other public meetings; organizes and maintains district reference library. Prepares and processes various documents and confidential materials; researches and prepares reports and completes special projects as assigned. 

Serves as liaison between the General Manager and Board of Directors in the absence of the General Manager; resolves difficult situations and relieves the General Manager and Board of administrative detail.

Prepares a variety of technical and confidential correspondence, memoranda, bid documents, statistical and narrative reports, and schedules; attends meetings as assigned; takes and transcribes minutes; reviews written materials for completeness and accuracy.

Screens and routes telephone calls; receives and forwards messages; assists customers in obtaining needed information and materials; communicates District programs and activities; explains and responds to inquiries concerning District policies and procedures.

QUALIFICATIONS

DEMONSTRATED KNOWLEDGE OF AND PERFORMANCE IN THE FOLLOWING AREAS: 

• Modern office technology, equipment, methods, and techniques.
• Filing systems and tracking systems.
• Federal, State, and local laws and procedures associated with Special Districts, Board Meetings and assigned areas of responsibility.
• Proper English usage, document editing, grammar, punctuation, and spelling.
• Communicate clearly and concisely, verbally and in writing.
• Contract administration and considerable knowledge of District policies and procedures.
• Records management, database creation principles and methods, and digital archival procedures.
• Standard office and graphics software applications including MS Word, Excel, PowerPoint, Adobe Acrobat, etc.
• Methods and techniques of administrative analysis.
• Typical organization and operations of a government agency.

ABILITY TO:

• Interpret, explain, and apply policies and procedures, laws, and statutes.
• Demonstrate initiative, tact, discretion, and sound judgment in the performance of assigned and confidential duties.
• Work beyond normal business hours, including evenings as necessary to attend Board Meetings. Overtime paid or hours adjusted to accommodate Board Meetings. 
• Use and operate computer hardware and software programs including Internet and social media to perform assigned duties.
• Accurately take and transcribe dictation at meetings and from a recorder at a speed that is effective in meeting the needs of the position.
• Organize work, set priorities, and meet critical deadlines
• Record and publish Board meetings, ordinances, and resolutions.
• Prepare and maintain accurate records, reports, budgets, and logs in accordance with work requirements.
• Communicate effectively verbally and in writing.
• Work independently with minimal supervision and provide technical or functional work direction to others as assigned.
• Establish and maintain effective relationships with those contacted in the course of work including District staff, the general public, and County, State, and Federal agencies.
• Type accurately at an acceptable rate of speed.
• Prepare, process, and maintain the confidentiality of sensitive information and records.
• Understand and follow oral and written directions.
• Independently compose and edit letters, reports, and memoranda.

TRAINING AND EXPERIENCE GUIDELINES (Any combination of training and experience, which demonstrates attainment of the required knowledge and ability to perform the required work (with reasonable accommodation, if needed), typically:

EDUCATION: Bachelor's degree from an accredited college or university with major coursework in Public or Business Administration, or a related field. Specific work experience may be considered instead of education requirements. 

EXPERIENCE: Five (5) years of increasingly responsible professional experience in public or business administration. Previous experience as a city clerk, clerk to a board, or administrative assistant is preferred. 

BENEFITS 

This District provides a competitive benefit package, including but not limited to comprehensive Medical, Dental, and Vision Insurance, Paid Time Off, Paid Holidays, CalPERS Pension, Life Insurance, Disability Insurance, and more. 

APPLICATION REQUIREMENTS 

Please submit a completed package consisting of the following:

*Resume                                 * District Employment Application (see below)

* Letter of Interest                  * Supplemental Questions (see below)

You can find the complete package of documents at the following link: 

https://www.slvwd.com/human-resources/pages/employment-opportunities 

Email to humanresources@slvwd.com

Supplemental Questions: Administrative Assistant/District Secretary

Supplemental Questions are REQUIRED and MUST be submitted with your application to be considered for this position. Responses to the questions serve as documentation of each candidate's ability to present information clearly and concisely in writing. Responses must be typed and cannot exceed two (2) single-sided electronic 8.5 X 11 inch pages.

Supplemental Questions:

1. Are you available to attend evening and weekend meetings? You will be required to attend an estimated two evening meetings per month, and the possibility of ad hoc meetings. 
2. Please describe your experience working with a Board of Directors, City Council, and/or as an administrative assistant. 
3. What is your experience in utilizing office equipment, software, social media, Microsoft Word, Excel, PowerPoint, and Outlook? 
4. Please provide a description of your secretarial experience in taking minutes; transcribing audio recordings; and organizing, filing, and maintaining records.