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Administrative Assistant

February 19, 2026

TITLE: Administrative AssistantSRN A22: $5,748 - $7,820 Monthly, Non-ExemptBargaining Unit: Teamsters 1932Department: EngineeringSection: AdministrationReporting Relationship:Reports to: Supervising Management AnalystSupervises the following positions: N/A <table border="1" cellpadding="0" cellspacing="0" style="margin: 0; color: inherit; font-style: normal; width: 1233.06px"><tbody><tr><td valign="top" style="width: 829.438px">Promotional opportunity procedures will include the following:</td></tr><tr><td valign="top" style="width: 829.438px">Review of minimum qualifications </td></tr><tr><td valign="top" style="width: 829.438px">Review of personnel file, including but not limited: attendance history, disciplinary history, and performance evaluations</td></tr><tr><td valign="top" style="width: 829.438px">Testing / Assessments: Microsoft Office, Proofreading</td></tr><tr><td valign="top" style="width: 829.438px">Oral Interview(s)</td></tr></tbody></table> DEFINITION Under general supervision, performs complex administrative, secretarial and office coordination duties for an assigned manager or executive supporting the daily operations of a department. Assignments may vary and may encompass a variety of tasks including correspondence, data entry; answers and directs phone calls; may take payments and greet customers; provides support for special projects; acts as a Notary for the District; and performs related work as required.EXAMPLES OF TYPICAL JOB FUNCTIONS <ul style="margin-bottom: 3pt"><li>Provides oversight for department program logistics including scheduling customer appointments, management of application software, records retention, and program budget analysis; manages events and tours including planning and logistics.</li><li>Prepares and manages processes related to a variety of reports, schedules, work orders, permit applications, technical specifications, bid advertisements, agenda items, agendas, and related documents as requested; maintains accurate record keeping and filing systems; and inputs data into relevant databases. </li><li>Coordinates publication of departmental materials; maintains contracts, monitors funds, service agreement expiration dates, task orders and purchase orders.</li><li>Performs the duties of a Notary Public in some departments; provides quality control of all essential functions.</li><li>Accurately composes letters, reports, forms, lists, schedules, financial and statistical data, and spreadsheet preparation from rough drafts, notes, or verbal instructions.</li><li>Schedules District facility use and the use of District pool cars; coordinates departmental travel; makes business/conference/seminar travel arrangements.</li><li>Provides oversight for front counter and the needs of the department; trains new personnel on policies, procedures word processing procedures; assists with compiling training manuals and training of department personnel for operating and computer systems.</li><li>Answers and routes incoming calls to appropriate staff; takes customer payments over the telephone.</li><li>Demonstrates continuous effort to improve operations, decrease turnaround times and streamline work processes.</li><li>Reviews and processes documentation related, but not limited to, budgets, public records requests, service requests, internal requests for information, contracts and contract amendments, development plans, completion reports, change orders, bonds, invoices, proposals, permits, production reports, and distribution systems.</li><li>Performs all phases of receiving, researching, processing, and responding to customer questions by telephone, in writing, and in person related to departmental operations.</li><li>Processes timecards and P-card transactions.</li><li>Schedules customer appointments, meetings, training sessions, and other coordination type items for the department. </li><li>Maintains and organizes various administrative and reference records including imaging and/or scanning, and purges records in accordance with district records retention policy. </li><li>Assists in annual budget preparation; identifies resource needs; prepares detailed cost estimates with appropriate justifications; and monitors expenditures. </li><li>Oversees office or warehouse supply orders; distributes payroll checks, incoming and outgoing mail. </li><li>Observes and complies with District and mandated safety rules, regulations, and protocols.</li><li>Performs other duties as assigned.</li></ul> Please visit <a href="https://www.governmentjobs.com/careers/cvwd/classspecs" style="color: inherit !important; text-decoration: underline !important">https://www.governmentjobs.com/careers/cvwd/classspecs</a> for the full job description.MINIMUM QUALIFICATIONS Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be: Education: Equivalent to a High School diploma supplemented by specialized training or coursework in business administration. Experience: Five (5) years of extensive secretarial and administrative experience. Licenses and Certifications: Possession of a valid California Driver’s License, to be maintained throughout employment. Certification as a Notary Public in the State of California, to be maintained throughout employment, subject to department needs (not all positions “need” a notary commission) Knowledge of: <ul style="margin-bottom: 3pt"><li>District policies, procedures, regulations, and related legal requirements.</li><li>Business arithmetic.</li><li>Purchasing, materials, and supply requisitions processes. </li><li>Principles and procedures of financial record keeping and reporting.</li><li>Principles and practices of data collection and report preparation.</li><li>Basic contract administration principles and practices.</li><li>Business letter writing and the standard format for reports and correspondence.</li><li>Record keeping principles and procedures.</li><li>District and mandated safety rules, regulations, and protocols.</li><li>Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and District staff.</li><li>Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.</li><li>The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.</li></ul> Ability to: <ul style="margin-bottom: 3pt"><li>Perform responsible administrative support work with accuracy and speed; ability to perform wood processing duties at a speed of at least 50 words per minute from clean copy.</li><li>Understand the organization and operation of the District and of outside agencies as necessary to assume assigned responsibilities.</li><li>Respond to and effectively prioritize multiple requests for service.</li><li>Compose correspondence and reports independently or from brief instructions.</li><li>Prepare detailed and comprehensive technical reports, recommendations, and exhibits.</li><li>Maintain accurate logs, records, and written reports of work performed. </li><li>Understand and carry out oral and written directions.</li><li>Make accurate arithmetic, financial, and statistical computations.</li><li>Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.</li><li>Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.</li><li>Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines.</li><li>Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.</li><li>Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.</li><li>Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work. </li></ul>

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Common Interview Questions And Answers

1. HOW DO YOU PLAN YOUR DAY?

This is what this question poses: When do you focus and start working seriously? What are the hours you work optimally? Are you a night owl? A morning bird? Remote teams can be made up of people working on different shifts and around the world, so you won't necessarily be stuck in the 9-5 schedule if it's not for you...

2. HOW DO YOU USE THE DIFFERENT COMMUNICATION TOOLS IN DIFFERENT SITUATIONS?

When you're working on a remote team, there's no way to chat in the hallway between meetings or catch up on the latest project during an office carpool. Therefore, virtual communication will be absolutely essential to get your work done...

3. WHAT IS "WORKING REMOTE" REALLY FOR YOU?

Many people want to work remotely because of the flexibility it allows. You can work anywhere and at any time of the day...

4. WHAT DO YOU NEED IN YOUR PHYSICAL WORKSPACE TO SUCCEED IN YOUR WORK?

With this question, companies are looking to see what equipment they may need to provide you with and to verify how aware you are of what remote working could mean for you physically and logistically...

5. HOW DO YOU PROCESS INFORMATION?

Several years ago, I was working in a team to plan a big event. My supervisor made us all work as a team before the big day. One of our activities has been to find out how each of us processes information...

6. HOW DO YOU MANAGE THE CALENDAR AND THE PROGRAM? WHICH APPLICATIONS / SYSTEM DO YOU USE?

Or you may receive even more specific questions, such as: What's on your calendar? Do you plan blocks of time to do certain types of work? Do you have an open calendar that everyone can see?...

7. HOW DO YOU ORGANIZE FILES, LINKS, AND TABS ON YOUR COMPUTER?

Just like your schedule, how you track files and other information is very important. After all, everything is digital!...

8. HOW TO PRIORITIZE WORK?

The day I watched Marie Forleo's film separating the important from the urgent, my life changed. Not all remote jobs start fast, but most of them are...

9. HOW DO YOU PREPARE FOR A MEETING AND PREPARE A MEETING? WHAT DO YOU SEE HAPPENING DURING THE MEETING?

Just as communication is essential when working remotely, so is organization. Because you won't have those opportunities in the elevator or a casual conversation in the lunchroom, you should take advantage of the little time you have in a video or phone conference...

10. HOW DO YOU USE TECHNOLOGY ON A DAILY BASIS, IN YOUR WORK AND FOR YOUR PLEASURE?

This is a great question because it shows your comfort level with technology, which is very important for a remote worker because you will be working with technology over time...