Position Title: Administrative Assistant & Receivables Clerk
Reports To: Water District Manager
FLSA Status: Non-Exempt (eligible for overtime pay)
Last Update: November 9, 2021

Job Summary:
The Administrative Assistant performs skilled office work in support of Water District Manager and other office staff.

Job Scope:
Work is of a responsible and sometimes confidential nature requiring some independent judgment and discretion.

Essential Duties and Responsibilities:
•  Provides general administrative support functions to the District Manager.
• Prepares agenda materials and minutes for monthly board meetings.
• Keeps Water District policies up to date as changes are made by the Board of Directors.
• Assists in preparing easements as needed for new service installations or water main improvement projects.
• Assist in recording expenditures for water main improvement projects.
• Gathers data and prepares forms for loan documents for project funding.
• Registers employees for conferences and training seminars.
• Answers incoming phone calls and e-mails, responds to inquiries or forwards to appropriate personnel.
• Works directly with public when assigned or called to the front desk counter.
• Gathers, coordinates, and prepares data for monthly and annual reports.
• Maintains District files to ensure proper organization and retention protocols.
• Prepares and disseminates public information, primarily through the Water District’s website.
• Assists in the Accounts Receivable and Accounts Payable departments as needed.
• Performs other related duties as deemed necessary or as required.

Education, Certification and Experience Requirements:
High School diploma or GED and a minimum of 2-years’ experience in office work, or any equivalent combination of training and experience that provides the appropriate knowledge, abilities, and skills. Operates computer using Microsoft Office Software Products, as well as entering and retrieving data on various Water District software programs.

Skills, Knowledge and Abilities:
Knowledge of office practices and procedures. Ability to proof and format business documents.
Ability to organize and prioritize multiple tasks. Ability to make routine monetary transactions with speed and accuracy. Knowledge of and proficiency in the use of personal computers and various software programs, i.e., Word, Excel, Outlook, etc. Ability to operate a variety of office equipment including telephone systems. Ability to understand and carry out oral and written instructions and to develop working procedures appropriate to the objectives desired. Ability to make independent decisions toward the accomplishment of assigned goals. Ability to establish and maintain effective working relationships with, superiors, other employees, other governmental agencies, and the general public contacted in the course of the work.

Tools and Equipment Used:
Personal computer; telephone; multiple document scanner, copier; facsimile; 10-key calculator; postage meter and scale; other communication equipment.
Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit, talk, and hear. The employee is frequently required to walk; use hands to operate, finger, handle or feel objects, tools, or controls; and reach with hands and arms. The employee must occasionally lift and/or move up to 20 pounds.
Specific vision abilities required by this job include close vision and the ability to focus. 
Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee normally works within an office environment, at multiple sites.

Selection Guidelines:
Formal application; rating of education and experience; oral interview, background, and reference check. Job related tests may be required.

Water District 7 is an equal opportunity employer. Any applicant/employee with a disability as defined in the Americans with Disabilities Act may request an accommodation to perform the functions of this position. Requests should be directed to the immediate supervisor.

The duties listed above are intended only as illustrations of the various types of work 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 the position.

The job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and requirements of the job change.