Administrative Assistant

  • Santa Clara Valley Water District
  • San Jose, CA, USA
Full Time Admin-Clerical

Job Description

Administrative Assistant


Valley Water


Salary: $6,389.07 - $8,172.67 Monthly


Job Type: Full-Time


Job Number: 01411-E


Location: CA, CA


Department: Treated Water


Closing: 1/18/2022 11:59 PM Pacific




Treated Water Division Deputy's Office (Position Code 0770)

COVID-19 vaccination requirement:

*To protect our most valuable assets, our employees, as well as the communities we serve, Valley Water requires all new hired Valley Water personnel to be fully vaccinated (for COVID -19) or to be formally excused from the requirement through the **reasonable accommodation process (for details, see bottom of job posting)

Valley Water Telework Program: Eligibility for telework will depend on the type of work performed, operational needs, and the ability for the employee to perform the essential functions of their job duties while teleworking. Employment with Valley Water requires employees to work within 150 miles of their primary physical work location located in (San Jose, Sacramento) California by their start date.


This position is eligible for a hybrid telework schedule, typically working 40% remote and 60% onsite.



The Administrative Assistant provides direct support to an unclassified deputy and assistant officer. The administrative assistant performs office support duties that require discretion and independent judgement as well as the knowledge of division-wide activities, programs, and projects necessary for relieving management staff of administrative day-to-day duties.


Key Responsibilities include, but are not limited to:


  • Maintain a calendar of activities, meetings, and various events for the unclassified deputy officer and/or Division; meeting coordination according to established policies and procedures.
  • Administratively assist in a variety of divisional and program operations; plan, coordinate, oversee, monitor, and may participate in special projects and assignments.
  • Compose, type and proofread a wide variety of documents, including agendas, reports, memoranda, and statistical charts; type from rough draft or verbal instruction; review materials for completeness, accuracy, format, and compliance with policies and procedures; initiate correspondence for appropriate signature.
  • Research, compile and organize a variety of informational and/or confidential materials from sources on a variety of topics related to projects or programs.
  • Attend a variety of meetings, prepare, and distribute agendas and informational packets for assigned meetings; record and distribute minutes or notes of meetings; track action items to ensure completion.
  • Organize and maintain various administrative, rosters, org charts, printed and electronic records and files; purge files as needed; prepare various documents for record retention.
  • Screen and direct visitors and telephone calls as appropriate; respond to and resolve internal and external inquiries, complaints and/or requests for information on a variety of topics, such as Valley Water policies and procedures relating to assigned responsibilities.
  • Coordinate travel, accommodation, and registration for conferences, trainings, and seminars; prepares and reconcile travel/expense authorization and expense claim forms.
  • Operate a variety of standard office equipment and software applications.
  • Assist in the preparation of the budget; monitor and reconcile expenditures.
  • Communicate with the public and employees in courteous manner.
  • May provide administrative support and coverage to a Chief Operating Officer, Clerk of the Board, or Valley Water Counsel office.
  • Employees have a responsibility for safety; for following safety regulations and safety policies and procedures applicable to their work.
  • Pursuant to California Government Code Section 3100, all public employees are required to serve as disaster service workers subject to such disaster service activities as may be assigned to them by their supervisors or by law.
  • Perform related duties and responsibilities as required.


Ideal Candidate's Background Includes:

Applicants whose experience and background best match the ideal experience, knowledge, skills, abilities and education are considered ideal candidates for the position. To determine the top candidates, each applicant will be assessed based on the ideal candidate criteria listed below.


Ideal Experience:


  • Three (3) years of administrative support experience providing direct support to a manager.


Ideal Skills and Abilities:


  • Maintain confidentiality and be discreet in handling and processing confidential information and data.
  • Perform responsible administrative work involving the use of independent judgment and personal initiative.
  • Understand Valley Water operations, policies and procedures as necessary to assume assigned responsibilities.
  • Prepare a variety of reports and correspondence related to assigned area.
  • Use common desktop applications and software as well as specialized software related to the work.
  • Type at a speed necessary for successful job performance.
  • Take notes and/or minutes at a speed necessary for successful job performance.
  • Organize and prioritize a variety of projects to meet established deadlines.
  • Maintain and update records and files.
  • Respond to requests and inquiries from the general public, external agencies, vendors, contractors, and staff.
  • Communicate clearly and concisely, both orally and in writing.
  • Establish and maintain effective working relationships with those contacted in the course of work.


Ideal Knowledge:


  • Best practices for office procedures, methods, and equipment.
  • Principles and practices used in minute or note taking and preparation.
  • Principles and procedures of file and record management.
  • Principles of business writing, data collection and report preparation.
  • English usage, spelling, grammar, and punctuation.
  • Common desktop applications and software as well as specialized software related to the work.
  • Principles and techniques for providing a high level of customer service to the public, vendors, contractors, and staff.
  • Mathematical principles.


Ideal Training and Education:

Equivalent to the completion of the twelfth grade supplemented by training in administrative support work or a related field


Required License or Certificate


Possession of, or ability to obtain, an appropriate, valid California driver's license. Individuals who do not meet the driver's license requirement due to a disability will be considered for a reasonable accommodation on a case-by-case basis.


To review the Classification Specification, please click Assistant - 5-2019.pdf


Selection Process


(1) The selection process may include one or more of the following: application review, application assessment, performance exercise, written exercise and/or interview.

(2) The Employment Application, Qualifying Information Questions and/or Supplemental Questions will be evaluated based on the ideal candidate criteria listed above. Resumes are highly recommended.


NOTE: Position and start date is subject to availability of funds. Valley Water retains the right to repost this position as deemed necessary.

Consideration may be given to existing applicant pools within the same classification.

COVID-19 vaccination requirement:* Fully vaccinated means (1) it has been at least two weeks since a person has completed the entire recommended series of a COVID-19 vaccine, and (2) the person has provided proof of vaccination in a form consistent with the requirements for verification of vaccine status in the State of California's July 26, 2021 Public Health Officer Order.**Limited Exemptions to Vaccination Requirement

An individual who has been provided a job offer may request a reasonable accommodation to the vaccination requirement if they:1. Have a contraindication recognized by the U.S. Centers for Disease Control and Prevention (CDC) or by the vaccine's manufacturer to every approved COVID-19 vaccine. A contraindication means a condition that makes vaccination inadvisable;2. Have a disability and are requesting an exception as a reasonable accommodation based upon this disability; or,3. Object to COVID-19 vaccination based on their sincerely held religious belief, practice, or observance.

Valley Water's Equal Opportunity Non-Discrimination Policy is available for review upon request.


Valley Water will make reasonable efforts in the examination process to accommodate persons with disabilities. Please advise Human Resources in advance of any special needs by calling 408-630-2260.


Please be aware that once submitted all application materials become the property of Valley Water and will not be returned. Human Resources staff are not authorized to make copies of application materials for applicants.


To apply, please visit




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