Job Posting for Administrative Assistant I at Chino Basin Water Conservation District

POSITION ADMINISTRATIVE ASSISTANT I

SALARY GRADE 120

CLASSIFICATION Full-Time, 40 hours per week, Non-exempt under the Fair Labor
Standards Act (FSLA).

DATE JULY 1, 2023

ABOUT THE DISTRICT
Chino Basin Water Conservation District (District) is recognized throughout the state as an
innovative, energetic, and effective water conservation organization. The District is
dedicated to the protection of the Chino Groundwater Basin to ensure that the current and
future water needs of the region will be met. Its core business is two-pronged: (1) increase
water supply through groundwater percolation; and (2) decrease water demand through
conservation education, workforce training, and services. The District provides programs,
services, and resources to audiences of all ages and backgrounds to cultivate a community-
wide conservation ethic and build regional capacity for water resilience.

ABOUT THE DEPARTMENT
The Administrative Services Department is responsible for the business and personnel
functions of the District and for supporting other Departments in fulfilling their goals and the
District mission. Administrative Services:

is responsible for administration of District Financial activities, including budget and

expenditures, inventory, audits, investments, and payroll;

oversees Human Resources functions, including classification and compensation,

recruitment and selection, performance appraisals, personnel records, and staff
development and education;

administers benefits programs and risk management;
oversees safety programs and protocols;
is responsible for District Records, including resolutions, Board and committee

meetings materials and minutes, and public records requests;

maintains and coordinates review of District policies with District Counsel for

compliance with federal, state, and local laws and advises staff on applicable policies;

oversees Information Technology;
provides support to the Board of Directors;
manages scheduling of Water Conservation Center facilities; and
oversees procurements, contracts, and agreements.

ABOUT THE POSITION

SUMMARY/OBJECTIVE
Under administrative direction, performs a variety of semi-skilled and skilled duties to
support office staff, including clerical duties, financial record keeping, greeting visitors in
person and on the telephone, processing mail, making copies, scanning, filing, typing,
indexing, ordering office supplies, janitorial work, as well as performing light maintenance at

the District office. Assists the general public visiting District facilities as needed. This is an
entry level position. Positions assigned to this level perform limited or routine clerical and
light janitorial duties at the District facilities. The Office Assistant I position differs from the
Office Assistant II position in that the more senior position is assigned additional duties of
providing the General Manager and Administrative Services Manager direct clerical
assistance, maintaining the District’s filing system, and handling accounts payable, which
requires additional clerical and administrative experience.

ESSENTIAL FUNCTIONS
The duties listed below are illustrative only and are not meant to be a complete and
exhaustive listing of all duties and responsibilities of the classification.

Communication

Processes telephone calls, takes messages, secures proper names, telephone

numbers, and extensions; provides answers to general questions from the public.

Greets and directs visitors to appropriate person, screens management calls,

locates employees for callers, and directs callers to or assists callers with program
and workshop information and filling out the Districts online forms, if necessary.

Processes, logs, and delivers all incoming mail. Processes all outgoing mail: copies,

types, provides postage, and delivers to post office when required. Handles all
special and/or overnight mail including Federal Express, UPS, Express Mail, and
certified mail.

Assists with telephone system administration duties and inquiries to include

making software changes and coordinating repairs.

Maintains and updates the public display case (insert and remove agendas,

meeting notices, holiday, and other notices in a timely manner).

Board of Director/Committee support

Sets up for Board/Committee and all general District meetings and cleans up after.
Delivers documents to Board members and others, as needed.
Posts notices and agendas.
Researches and retrieves actions and policies by the Board of Directors.
Proofreads agendas, minutes, announcements, and other materials as requested.
Assembles, mails, and delivers agenda packets and informational materials as

needed.

General Clerical/Staff Support

Maintains District’s Outlook Internal Calendar.
Coordinates use of the Waterwise Community Center facilities by internal and

external parties.

Processes reproduction of District documents.
Performs general records management duties including creating and maintaining

files, central filing, archives, library, electronic storage, and purging out-of-date files
when required.

Prepares District Business Cards as needed.
Maintains appropriate levels of office, janitorial and first aid supplies.
Proofreads letters and reports.
Maintains the District’s letter reference numbers and log.
Organizes and maintains the District historical archives.
Performs miscellaneous word processing or other computer program

assignments.

Runs errands as requested (bank deposits, post office, accountant, check signature

runs, office supplies, grocery store, etc.).

Gathers and prepares recycling for disposal.
Monitors and records visitor data.
Assists in new hire process as needed.
Assists with maintaining Board and staff training records.

Accounting

Copies incoming checks and records in deposit log.
Processes bank deposits and cash.
Processes and mails signed accounts payable checks.
Prepares and records property tax income reports.
Processes accounts receivable and accounts payable.

Meeting/Event Support

For District-sponsored events, assists with ordering food and set up, nametags,

guest lists, and other basic tasks.

For all events, ensures that rooms are reserved appropriately, forms are signed,

rooms and furniture are set up appropriately, and maintains communication with
event hosts.

Janitorial

Provides light office cleaning.
Maintains District kitchen organization and tidiness.
Maintains and keeps common areas organized.
Cleans up after meetings and events.

Basin/Garden Support

Tracks and maintains basin data as directed.
Tracks and reports on chemical inventory and usage as directed.
Maintains basin work staff hour logs as directed.

Miscellaneous

Supervises volunteers and interns as needed.
Supports and assists with District special and ongoing events and activities (ex:

Waterwise Garden and Pumpkin Festival, student contests, workshops etc.).

Performs related duties or special projects as assigned.
Maintains records of work, time, and material usage.
Runs errands as needed.

COMPETENCIES

Knowledge and Experience

Basic office procedures. General filing techniques.
Standard telephone techniques.
Addition, subtraction, multiplication, and division.
Basic operation of standard office equipment and personal computers.
Proficient in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook).
Proficient in QuickBooks Pro (Version 2012 or higher).
Vehicular and worker safety codes, practices, and procedures.
Proper work safety standards.

Skills

Operate standard office equipment.
Operate Personal Computer.

Fully developed keyboarding skills.
Perform mathematical calculations.

Abilities

Comply with the District’s Safety, Health, and Environmental policies.
Establish and maintain cooperative relationships with internal and external

contacts in the course of work.

Project professional image and communicate effectively in English with others,

including the public.

Safely and efficiently use a variety of hand tools, cleaning solutions and equipment

in the performance of janitorial and office type work.

Understand and follow oral and written instructions in English.
Use good judgment in the performance of typical and special work assignments,

paying particular attention to details and job safety.

Work safely and efficiently without direct supervision.
Learn and employ District procedures to safely and efficiently accomplish assigned

tasks.

Work overtime or on various shifts as assigned.
Deal tactfully and courteously with internal and external contacts.
Proofread documents to ensure accuracy in spelling, punctuation, and grammar.

SUPERVISION

Reports to: Administrative Services Manager.
Supports: General Manager.
Supervises: Volunteers or interns as needed.

POSITION TYPE AND EXPECTED HOURS OF WORK

Full-Time, Non-Exempt, Hourly.
The standard work schedule is from 8:00 a.m. to 5:00 p.m., five days each week.
This position requires occasional Saturday work.

EDUCATION AND EXPERIENCE

Required: 6-12 months of clerical experience. Any combination of formal or informal
training and education that provides the ability to read and write English at a level
required of assigned duties.
Optional: Conversational Spanish speaker.

WORK ENVIRONMENT

Standard office setting.
Frequent interaction with District staff and general public.

PHYSICAL DEMANDS

Communicate orally in English with District management, co-workers, and the

public in face-to-face, one-on-one and group settings.

Regular use of a telephone for communication.
Use office equipment such as a personal computer, printer, copier, and fax

machine.

Possess aided or unaided hearing and vision within normal ranges.
Extended standing, walking, sitting, reaching, stopping, climbing, and bending.
Lifting (up to 50 Lb.).
Frequent travel by automobile in conducting District business.

Good judgment involving safe and proper work procedures and the order in which

assignments are completed.

Keyboarding, filing, organizing, and proficiently using a computer and other office

equipment.

Safely operate and maintain a variety of office equipment.
Safely mix and apply chemicals used to clean and disinfect restrooms and other

office environments.

Intermittently kneel, bend, squat and carry items, for brief to moderate durations

of up to 5 minutes.

Use both hands and all fingers to perform keyboarding strokes and to grip, grasp

and manipulate various types of office equipment and supplies. Some repetitive
pushing/pulling with the use of the arms and/or hands, twisting of the wrist and or
elbows may be performed throughout the work shift. These functions will be
intermittently performed for moderate to extended periods ranging from 30 – 60
minutes for daily totals between five (5) to seven (7) hours.

ADDITIONAL ELIGIBILITY QUALIFICATIONS

Possession of a valid California Class C Driver’s License and proof of a good driving

record as evidenced by freedom from multiple or serious traffic violations or
accidents for at least two (2) years duration.

OTHER DUTIES

Some limited local driving is involved.
This job description is not a comprehensive listing of activities, duties or

responsibilities that are required of the employee. Other duties, responsibilities and
activities may change or be assigned at any time with or without notice.

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