Senior Administrative Clerk/Administrative Secretary II

Senior Administrative Clerks assume independent and advanced administrative clerical responsibilities and may provide lead direction for subordinate clerical assistants, while Administrative Secretary II's perform difficult and complex secretarial and administrative duties for division managers, section leaders, and professional staff.

The incumbents in both positions exercise a wide latitude of independent judgment to support the administration and maintenance of significant office systems and procedures. Work responsibilities require advanced skills in writing and numerical calculations and the use of a PC and Microsoft software. Flexible/hybrid work from home schedule may be available for some positions in this job classification.

Typical duties for both positions include:

*Providing authoritative information, requiring the use of judgment and knowledge and interpretation of applicable rules, policies, and guidelines.

*Providing lead direction to one or more clerical assistants, including scheduling, assigning, and reviewing the work.

*Researching, assembling, and summarizing information from a variety of sources for use by managers in reports, budget preparation, correspondence, meetings, and presentations and for completion of forms.

*Organizing, processing, and maintaining paper files and online document management systems including construction files (e.g., RFIs, submittals, change orders, etc.).

*Working effectively with a variety of East Bay Municipal Utility District (EBMUD) staff including field staff, technicians, engineers, inspectors, and office personnel.

*Keying, checking, and proofreading a variety of materials including Board documents, reports, letters, memos, forms, and similar materials from rough drafts, plain or corrected copy or verbal instructions.

*Inputting and retrieving data from the computers, compiling, and generating a variety of reports and documents in support of assigned functions.

*Organizing own work, setting priorities, meeting critical deadlines, and coordinating multiple activities with other EBMUD units to ensure timely completion.

*Checking written materials for completion, grammatical, clerical, and arithmetic accuracy and for compliance with established standards and procedures, making corrections as required.

*Performing a variety of general clerical duties such as processing electronic timesheets and payroll reports, preparing purchase orders, expense reports, periodic reports of activities and other documents and reports as necessary.

Every employee adds value to the EBMUD team as they are committed to responsible stewardship of our resources. The employee standard is to act with integrity, treat others with respect, and value a teamwork culture while fulfilling EBMUD's mission to provide reliable, high-quality water and wastewater services at fair rates.

The most competitive candidates for positions in certain work groups will have some of the following specialized skills and experience:

*Experience with or ability to quickly learn specialized software programs and applications specific to the work unit, including web-based and web-related applications.

*Experience with or the ability to quickly learn to read and interpret engineering drawings, maps, and related documents.

*Experience with or the ability to quickly learn fundamentals of finance and budget tracking, including calculations and reconciling financial documents.

*Knowledge of and experience with various technical documents, including engineering and construction documents for advertisement and bidding.

*Ability to work and interact effectively with members of outside agencies as well as the general public.

*Ability to quickly learn and apply complex policies, procedures, and regulations.

The initial monthly salary for both Senior Administrative Clerk and Administrative Secretary II is $7,372 per month increasing to, $7,741, $8,128, $8,534 and $8,961 after 6, 18, 30, and 42 months, respectively.

EBMUD is an Equal Opportunity Employer. All qualified candidates will receive consideration for employment without regard to race, color, religion, creed, sex, gender, gender identity (including transgender status), gender expression, marital or registered domestic partnership status, age for individuals age forty or older, national origin, ancestry, disability (mental or physical), medical condition (cancer and genetic characteristics), genetic information, sexual orientation, military and veterans status, family or medical leave status, pregnancy (including childbirth, lactation or related medical condition), pregnancy disability leave status, domestic violence victim status, political affiliation, and other categories protected by federal, state and/or local laws.

Both positions require highly developed critical thinking, independent judgment, and administrative skills.

1.A high school diploma or its equivalent.

2.Two years of responsible, journey-level clerical experience.

3.Senior Administrative Clerk positions may require a typing speed of minimum 45 words per minute, while Administrative Secretary II positions require a typing speed of minimum 50 words per minute.

4.Some positions may require the possession of a valid California driver's license and a satisfactory driving record, in order to drive to other worksites and transport materials as needed.

5.Physical characteristics to perform the critical and important duties of the job.

6.Willingness to work overtime as needed.

Equivalent combinations of education and experience may be considered. To be considered under the "equivalent combination of education and experience" provision, it is your responsibility to include in your application materials written evidence of employment performed at the level of the typical duties of this position and/or coursework in subject areas directly related to this position. For more information, see our FAQ page at http://www.ebmud.com/jobs/job-resources/job-faqs-frequently-asked-questions/.

1.Submit a completed EBMUD application and the required supplemental question responses beginning at 8:00 am on Wednesday, February 26, 2025 through 4:30 pm on Friday, February 28, 2025. Only the first 200 applications will be accepted by the Recruitment Division during the filing period.

2.It is important that your application include all relevant education and experience. Incomplete applications may be rejected. Should you respond with comments such as "see resume" your application may not be considered.

3.Candidates must achieve a passing score on each test part to advance to the next step in the selection process.

4.Application materials will be reviewed and those applicants meeting the minimum requirements will be invited to an in-person written test, scheduled for Friday, March 21, 2025 and Saturday, March 22, 2025.

5. Candidates with the highest scores on the written test will be invited to an online performance test (which will include speed typing, Microsoft Word and Microsoft Excel subtests) the week of March 31, 2025, and a remote panel interview tentatively scheduled for the week of April 14, 2025.

6. Candidates who successfully pass all parts of the test process will be placed on the hiring list in rank order for further consideration to fill the current regular vacancies, as well as others occurring over the next 12 to 24 months. Only candidates with passing scores on specific performance test components (i.e., Microsoft Word, Microsoft Excel) will be considered for openings that require these skills. EBMUD will obtain and review driving records for those candidates being considered for openings that require a California driver's license.

7. The probation period for this position is 6 months. For those holding civil service status the probation period is 6 months.

8.All employment offers are conditional, pending the results of a Live Scan background screening. All selected finalists must participate in the Live Scan background screening process to remain in consideration for EBMUD employment.

In order to continue in the selection process for Senior Administrative Clerk/Administrative Secretary II, you must answer all of the following questions.

It is important that your application include all relevant education and experience. Incomplete applications may be rejected. Should you respond with comments such as "see resume" your application may not be considered.

** Note that your employment history will be verified during this selection process, and you may be disqualified if: 1) you do not meet the job requirements; 2) your responses to the supplemental questions are inaccurate; OR 3) if you do not accept the working conditions of the positions.