Administrative Assistant II

Inland Empire Utilities Agency
$78,350.06 - $95,463.06 Annually
medical insurance, dental insurance, life insurance, vision insurance, flexible benefit account, vacation time, paid holidays, sick time, retirement plan, pension
United States, California, Chino
6075 Kimball Avenue (Show on map)
Mar 04, 2025
THE POSITION: Do you enjoy working on a high-performing team, using your administrative skills to support critical operations, and providing excellent customer service? Are you adaptable, proactive, and eager to contribute in a fast-paced environment? If so, the Inland Empire Utilities Agency has an exciting opportunity for you as an Administrative Assistant II! In this role, you will provide essential administrative support within the Board and Administrative Services Department while working closely with Information Technology leadership. This position offers a unique opportunity to engage with a variety of projects and collaborate across multiple departments, making it ideal for a detail-oriented professional who thrives in a dynamic setting. This position might be the perfect fit for you if: You are proactive, driven, and take initiative to get things done in a fast-paced environment. You communicate openly, respectfully, and effectively. You excel at improving processes, thinking strategically, and making sound decisions in a rapidly evolving workplace. You are a customer service-focused self-starter with strong organizational skills. Previous experience supporting Information Technology leadership is a plus. The Inland Empire Utilities Agency (IEUA/Agency) serves approximately 935,000 residents in western San Bernardino County and is proud of our reputation of promoting greater water supply reliability through significant contributions to a diverse regional water supply portfolio, including water from stormwater capture, recycling and reuse, and imported water supplies. The Agency continues to be fully committed to ensuring long-term success for the region by leading the way in water resource management, environmental sustainability, and providing essential sanitation services in a regionally planned and cost-effective manner while safeguarding public health and promoting economic development. Here are a few ways the Inland Empire Utilities Agency is committed to helping you feel your best, work your best, and live your best while working with us: A 4-day work week A pension through California Public Employees' Retirement System (CalPERS) Generous employer monthly health benefit allowances to go towards the cost of medical, dental, and vision insurance Competitive vacation, floating holiday, sick time in addition to 12 agency paid holidays Education Reimbursement up to $5,250 per fiscal year Basic life insurance coverage provided 457b Deferred Compensation Contribution Interest free loan for a computer purchase up to $3,000 *The Inland Empire Utilities Agency reserves the right, if necessary, to accept only the first two hundred (200) applications.* There is one (1) vacancy in the Board & Administrative Services Department. This recruitment is being conducted to fill one (1) vacancy and will establish an eligibility list which may be used to fill future vacancies as they occur during the active status of the eligibility list. Salary Range: PR 174 Note: certain incumbents may be designated as "confidential" and part of the unrepresented group FLSA: Non-Exempt Probationary Period: 12 months Under general supervision, provides difficult, responsible and specialized administrative and office management support duties in a department; creates and maintains department-specific reports, records and files required for work processes; assists in budget development and tracking; assists in personnel actions; may oversee the work of clerical support workers; and performs related duties as assigned. DISTINGUISHING CHARACTERISTICS: An Administrative Assistant II performs journey-level to advanced-level duties in the clerical and administrative support class series. In addition to performing the full journey-level skilled duties, incumbents perform a variety of sensitive support functions. Assigned work requires the use of initiative and judgment in selecting appropriate work methods, understanding and applying detailed information and procedures and meeting high standards of accuracy in handling routine and non-routine data and managing small division-specific programs. Incumbents may also coordinate and oversee the work of lower-level staff. Employees in this class typically report to one or multiple department heads. Administrative Assistant II is distinguished from Executive Assistant in that an incumbent in the latter class typically reports to the Board Secretary/Office Manager and provides proactive and independent administrative support to an Assistant General Manager or the General Manager and may supervise a clerical or administrative function. EXAMPLES OF ESSENTIAL FUNCTIONS: The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class. Provides clerical and administrative support to the head of a division or department; using standard office software, composes and/or types memoranda, correspondence, Board letters or reports, reports, agreements, contracts, presentations, spreadsheets, forms and other documents, often of a highly sensitive and confidential nature; proofreads and checks typed and other materials for accuracy, completeness and compliance with Agency standards, policies and procedures; ensures materials, reports and documents for signature are accurate and complete; responds independently to phone calls, correspondence and email inquiries regarding a variety of division matters. Organizes, maintains and updates confidential, specialized and technical files, documents and records including division personnel records, workers compensation materials, requests for proposals, bid packages, regulatory and project-related reports; performs division/department administrative support including developing tracking, analyzing and reporting metrics and documents; creates and maintains electronic and physical filing systems. Prepares and processes purchase requisitions, purchase orders and check requests; verifies the accuracy of receipts and invoices including routing for signature and compiling complex backup documentation; processes, scans and routes invoices for payment; prepares and processes division/ department expense-related forms including travel requests and reimbursements, petty cash and expense reports; reconciles credit card statements. Maintains a variety of standard office and specialized records and files; maintains spreadsheets and databases to track KPIs and department and project documentation; calculates budget usage and fund percentages; tracks multiple funding sources; may participate in grant administration functions including collecting basic program data and generating performance reports. Gathers background materials needed to draft recommendations and reports for Board letters and related documents; researches prior Board actions and financial information related to project or recommendation and forwards to project manager or manager for review; tracks status of Board items and validates required deadlines are met. Provides documentation in response to Public Records Act requests; coordinates and confers with the Agency Attorney's office regarding accuracy of documents and release of information within established policy and procedures; participates in the record-retention process and validates records are retained in compliance with Agency policies and procedures. Performs basic research; prepares and coordinates a variety of work reports and records; attends meetings; schedules and maintains mandatory training records for staff; represents the division/ department with other divisions, departments and agencies; files documents with member agencies and other regulatory agencies. Schedules appointments and makes meeting arrangements including coordination of participants, preparation and posting of agendas and notices; prepares and distributes agendas and supporting documents to appropriate parties; takes and transcribes meeting minutes; prepares and distributes follow-up letters and documentation; assists with setup and cleanup for various meetings and events; contacts vendors for food orders, supplies, audio visual equipment; handles other meeting logistics. In some assignments, may provide guidance and direction in the work of lower-level staff; participates in scheduling, assigning and monitoring work of other employees for completeness, accuracy and conformance with Agency standards; provides information and instruction on work processes, proper uses of equipment and safe work practices; provides input to supervisor on employee work performance and behaviors. QUALIFICATION GUIDELINES: EDUCATION, TRAINING, AND EXPERIENCE: Graduation from high school or GED equivalent, and at least seven years of progressively responsible experience in administrative, financial and/or technical support functions; or an equivalent combination of education, training and experience. Experience in a public agency is preferred. Completion of college-level course work is highly desirable and may be substituted for up to two years of the required experience on a year-for-year basis. LICENSES; CERTIFICATES, SPECIAL REQUIREMENTS: A valid California Class C driver's license and the ability to maintain insurability under the Agency's vehicle insurance program. KNOWLEDGE OF: Office administration practices and procedures. Customer service practices and telephone etiquette. Principles and practices of sound business communication; correct English usage, including spelling, grammar and punctuation. Provisions of the Public Records Request Act. Bookkeeping practices and procedures. Advanced working knowledge of SAP or similar enterprise software system. Agency organization, rules, policies and procedures applicable to departmental and division operations. Agency policies, procedures and rules regarding bidding process, budgeting, purchasing and travel/ training and expense reporting. Basic principles and practices of employee supervision. Safety policies and safe work practices applicable to the work. Uses and operations of scanners, complex phone systems, computers, standard business software and specialized database and spreadsheet applications. ABILITY TO: Organize, set priorities and exercise sound independent judgment within areas of responsibility. Compose clear, concise and comprehensive analyses, correspondence, reports, studies, agreements, presentations and other written materials from brief instructions. Analyze problems, evaluate alternatives and recommend effective courses of action. Operate a computer, standard business software and a variety of computer software programs and databases related to area of assignment. Research and interpret data, either in basic statistical or narrative form. Reach sound decisions in accordance with Agency and department policies and procedures. Prepare, administer and monitor a department budget and anticipate future budgetary needs. Maintain sensitive and confidential information. Communicate effectively, both orally and in writing. Understand and follow written and oral instructions. Use tact and diplomacy in dealing with difficult issues, situations and concerned people. Establish and maintain effective working relationships with all those encountered in the course of work. SELECTION PROCESS: All employment applications will be reviewed for accuracy, completion, relevant experience, education, training and other job-related qualifications. Applicants with the strongest background relating to the responsibilities of this position will be invited to participate in the testing process which may include one or more of the following: written test, oral interview, performance/practical examination. The successful candidate will be required to pass a background/reference check and pre-employment physical examination including a drug screen (for safety sensitive position) at no cost to the candidate. Please visit our website at www.ieua.org and select the Human Resources Department for additional information regarding the Agency, the hiring process and benefit information. Any applicant requiring reasonable accommodation during the selection process due to a qualified disability must inform the Human Resources Office at ( 909 ) 993-1645 or hrdept@ieua.org at least 72 hours in advance of the need for accommodation. THE PROVISIONS OF THIS ANNOUNCEMENT DO NOT CONSTITUTE A CONTRACT, EXPRESSED OR IMPLIED, AND ANY PROVISION CONTAINED IN THIS BULLETIN MAY BE MODIFIED OR REVOKED WITHOUT NOTICE. "The Agency's success is obtained by creating a positive and diverse work environment which recognizes individual differences and experiences".