Office Assistant I/II (Promotional/ACWD Applicants Only)

• Prepares correspondence, reports, forms, construction specifications, agreements, and/or specialized documents from drafts, notes, or brief instructions, using standard office equipment such as a personal computer and word-processing, spreadsheet, and database software applications.

• Proofreads documents for accuracy, completeness, format, compliance with departmental policies, and correct English usage including grammar, punctuation, and spelling; returns document to originator if content or major format revisions are required.

• Maintains inventory for goods and supplies, places orders online, receives goods and supplies, submits invoices for approval, and releases invoices for payment in the financial system.

• Modifies and develops office procedures and practices to standardize processes.

• Uses a personal computer to enter and retrieve data using standard office applications such as MS Word, Excel, Access, or specialized applications depending on assigned organizational unit.

• Provides various office and organizational support to professional staff, including monitoring and maintaining workflows, advising of upcoming deadlines, and coordinating and organizing meetings.

• Maintains a variety of technical and office files in alphabetical, numerical, or coded format; scans and validates electronic files in document libraries and document management systems; develops and maintains document management and intranet sites; assists with purging records and files; and researches and responds to Public Records Act and other record requests from the public and technical and managerial staff.

• Prepares and updates a variety of reports, which may require research from several sources and use of arithmetic calculations.

• Maintains a variety of records, and processes various forms such as personnel forms, purchase requisitions, and other forms specific to assigned organizational unit.

• Requests pricing from vendors and assists organizational staff with the use of the District's financial system.

• Provides and requests factual information regarding District activities and functions; may assist customers and other members of the public.

• Receives and compiles technical information from engineers and others and incorporates into construction specifications and other bid documents; types, prints, advertises, and distributes completed documents; receives and manages bids and proposals, and issues and posts bid summaries and results; after approval, processes contractor progress payments per construction contracts.

• Organizes and oversees project files and a variety of other technical and office files; files and retrieves information, purges obsolete documents, and combines files as appropriate; assists in identifying files for off-site storage.

• Receives and responds to calls from developers, contractors, homeowners, and the general public; provides factual information which may require interpretation of policies and procedures; investigates and resolves customer service issues.

• Operates standard office equipment and may provide relief for other District office support staff.

• Completes special projects as assigned; researches and compiles information as necessary.

• May review/audit information in the District’s financial system related to the District’s credit card program.

• May collect timecards from supervisors in assigned department and enters information into the payroll system; follows up with staff to clarify information and to reconcile employee work hours.

• May issue security badges, cyber keys, equipment, and keys to departmental employees and collect upon separation.

• May respond to emergency and non-emergency maintenance calls, and dispatch and coordinate resources for field staff.

• May calculate and issue deposit requests, and receive, track, and manage customer and developer payments for a variety of fees and charges.

• May coordinate, manage, and track a variety of regulatory filings, notices and reports.

• May train and direct the work of part-time or temporary workers on specific projects.

• Serves on various task forces and committees.

• Performs other related work as required.

Education and Experience:

Office Assistant I: High school diploma or its equivalent and one (1) year of general office support work, which includes training or experience using a personal computer and standard word processing, spreadsheet, and database software applications.

Office Assistant II: High school diploma or its equivalent and two (2) years of general clerical or office assistant experience equivalent to that of an Office Assistant I within the District.

Knowledge, Skills and Abilities:

Knowledge, Skills, and Abilities: Knowledge of proper written and spoken English, including spelling, punctuation, and grammar; modern office practices, methods, and computer equipment and applications related to the work, including word processing, database, and spreadsheet software. Skill and Ability to: rapidly learn the specific procedures and technical terminology of the organizational unit to which assigned; understand and carry out oral and written directions; multitask; maintain discretion; maintain accurate records and files; make accurate arithmetic calculations; perform detailed clerical work with accuracy; type accurately at a rate of 45 words per minute from printed copy; perform the essential duties of the job without causing harm to self or others; operate modern office equipment including computer equipment and specialized software applications programs; communicate clearly and concisely, both orally and in writing; establish, maintain, and foster positive and effective working relationships with those contacted in the course of work. Office Assistant II: (In addition to the above) Knowledge of: principles and practices of business letter writing and standard formats for typed materials; policies and procedures related to the department to which assigned; business data processing principles, and standard to advanced uses of word processing software applications; records management and filing practices and procedures; terminology and technical work processes related to the department to which assigned. Skill and Ability to: organize and maintain varied and complex files; compose routine correspondence from brief instructions; work independently and exercise sound judgment within established guidelines; use specific technical terminology of the organizational unit to which assigned; effectively operate a personal computer, calculator, two-way radio and other standard office equipment; learn to proficiently utilize specialized software applications to support the work of the assigned organizational unit; organize and prioritize work activities and meet established deadlines; communicate tactfully and effectively with customers and the public.

SELECTION PROCEDURE:

• A District Application must be submitted online at www.acwd.org no later than 5:00 p.m. on Wednesday, October 22, 2025.
• Candidates who present the best job-related qualifications will be invited to participate in a qualification appraisal, which may include a written exercise as well as an interview by an appraisal panel.
• Candidates passing the qualifications appraisal process will be ranked on an employment list for further consideration. Top-ranking candidates will be invited to a personal interview with the hiring Supervisor.
• Represented employee applicants receive promotional consideration consistent with the provisions of the MOU.