Deputy District Secretary

The Position:

Deputy District Secretary

Salary: $41.71 to $54.74 per hour

Immediate Impact:

The successful candidate will be given the following objectives upon hire:

Within the first 3 months, be familiar with the District's policies and procedures related to Board administration.

Within the first 6 months, be familiar with the District's agenda management software and begin compiling and posting agendas/packets per the Brown Act.

Within the first 9 months, begin documenting standard operating procedures for the Deputy Secretary Position.

Within the first 12 months, understands and administers the Statement of Economic Interest Filing and campaign noticing requirements.

The Ideal Candidate:

The ideal candidate will possess the following:

Detail oriented, ability to work independently, exercise judgment and take initiative.

Ability to efficiently receive and screen visitors and telephone calls, that may require sensitivity.

Working knowledge of administrative best practices and procedures, along with the ability to utilize standard office software at an advanced skill level.

Knowledge of public agency practices, including the role and responsibilities of a public governing board.

SUMMARY DESCRIPTION

Under direction of an Assistant General Manager or the District Secretary/Administrative Services Supervisor, performs a wide variety of responsible, professional, confidential, and complex administrative and programmatic duties requiring independence, initiative, and discretion for an assigned branch of the District; participates in the preparation of the Board agenda and minutes and may serve as Deputy Board Secretary as required; provides supervision and leadership over administrative support staff assigned to the branch; performs, monitors, and assigns work to ensure high performance and quality of work consistent with District wide policies and standards; interprets District policies and administrative regulations; performs a variety of coordination and research functions; serves as a liaison with District staff, outside agencies, and the general public; coordinates the work with Assistant General Managers, District Secretary/Administrative Services Supervisor, or Department Heads for assigned branch of the District; and performs related duties as assigned.

Incumbents in this class are involved in administration, coordination, supervision, and support responsibilities. Assignments involve complex, diverse and confidential administrative and support services. Assignments are typically received from an Assistant General Manager or from the District Secretary/Administrative Services Supervisor in the form of general instructions and objectives and incumbents are expected to organize the necessary details and carry them through to completion. Incumbents in this class operate in an environment characterized by involvement in broad District-wide issues and interactions with District board members and top executives, elected officials, high-level executives of regional agencies, representatives of industry and professional groups and the media on complex and sensitive matters. Incumbents may be expected to supervise a small administrative support staff.

The Senior Executive Assistant is distinguished from the Executive Assistant in that the former class serves in a District-wide leadership capacity to provide coordination and communications related to administrative standards and expectations; further, the higher level class performs at the advanced professional level and performs confidential office administrative and secretarial support functions for the General Manager, requiring the highest degree of independent judgment, a higher level of responsibility, extensive experience and skill level, and a thorough knowledge of District functions policies, and procedures.

Other information:

REPRESENTATIVE DUTIES

The following duties are typical for this classification. Incumbents may not perform all duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

•Serves in the capacity of Executive Assistant to an Assistant General Manager over a major branch of the District or to the District Secretary; provides centralized administrative support services to the Assistant General Manager, Department Heads, and Managers for the assigned branch, or to the District Secretary (serves in the capacity of Deputy Board Secretary when assigned to Administration); plans, coordinates, and reviews activities and operations of the branch, as assigned.

•Performs a wide variety of professional and responsible secretarial and administrative duties for an Assistant General Manager, Department Heads, and Managers for an assigned branch of the District, or for the District Secretary; relieves the Assistant General Manager, and other assigned staff of administrative work including investigating and answering complaints and providing assistance in resolving operational and administrative problems.

•When assigned to Administration, assists the District Secretary with stock transfers; maintains records for issued certificates.

•When assigned to Administration,assiststheDistrictSecretaryinconductingelectionsfortheBoardofDirectors.

•Maintains a calendar of activities, meetings, and various events for the Assistant General Manager, Board of Directors, District Secretary and/or assigned staff; coordinates activities with other District departments, the District Secretary, the public, and outside agencies; arranges for meetings with multiple parties; sets-up meeting rooms, required equipment and refreshments.

•Reviews and organizes office operations; implements various administrative operating procedures, rules, regulations, and clerical systems and ensures consistency within the branch; develops and revises office forms and report formats which are unique to the branch; and initiates, organizes, and maintains complex filing systems and records.

•As assigned, provides leadership and supervision of a centralized pool of administrative support staff in order to serve the administrative needs of the branch; provides regular communications and training to assigned staff related to administrative processes, procedures, methods, standards and expectations; attends and may conduct regular meetings with administrative staff at the branch level to ensure effectiveness and efficiency.

•Establishes schedules and methods for providing support services; assigns work activities, projects, and programs to assigned staff; reviews and evaluates work products, methods, and procedures; meets with staff to identify and resolve problems; recommends improvements in work flow, procedures, and use of equipment and forms; implements improvements as approved.

•Develops and implements goals, objectives, and priorities for administrative pool, as assigned, consistent with management objectives; recommends and participates in the implementation of resulting policies and procedures; monitors work activities to ensure compliance with established policies and procedures.

•Identifies resource needs; reviews needs with appropriate management staff; allocates resources accordingly.

•Participates in the selection of assigned personnel; provides or coordinates staff training; evaluates performance; works with employees to correct deficiencies; implements discipline procedures.

•Provides records management leadership for department records; provides records management support to the Records Management Coordinator when assigned to Administration; maintains accurate and up-to-date files and records for assigned areas including maintaining electronic records management systems; monitors various logs, accounts, and files for current and accurate information; develops, organizes, and maintains filing systems; scans and indexes records; follows District Retention Policy guidelines.

•Initiates, organizes, maintains, and controls access to complex filing systems and records including highly sensitive files; establishes, makes entries in, controls accessibility to, updates, and maintains assigned files; scans documents into electronic format and files hardcopies; establishes and maintains administrative files.

•May serve as the primary contact and liaison, for matters related to administrative support, for the branch to which assigned with other District departments and staff, the general public, and outside agencies and organizations; screens office calls, visitors, and mail; provides information and assistance including responding to requests for information and assistance; assists the public and other District staff in interpreting and applying District policies and procedures; researches information related to District policies; explains, justifies, and defends programs, policies and activities.

•Conducts research, prepares, revises, and implements various administrative policies, procedures, rules, and regulations in accordance with sound organizational practices at the branch level; collects, compiles, and analyzes information from various sources on a variety of specialized topics related to programs administered by the position or by management staff; writes reports that present and interpret data, identify alternatives, and make and justify recommendations.

•Assists management staff in collecting, compiling, and analyzing information from various sources on a variety of specialized topics; participates in the preparation of reports that present and interpret data, identify alternatives, and make and justify recommendations; assists with special projects, task forces, and ad hoc committees as assigned.

•Gathers background materials needed to draft recommendations, staff reports and related documents for the Board of Directors; tracks status of Board items and ensures that required deadlines are met.

•Utilizes standard business software at an advanced skill level to prepare a wide variety of reports, letters, memoranda, correspondence, and statistical charts; types from rough draft, verbal instruction, or transcribing machine and proofreads for accuracy; independently composes correspondence and reports related to assigned area of responsibility.

•Participates in maintaining the District’s website, as assigned.

•Attends, and participates in meetings and committees as required; schedules meetings and coordinates and prepares agendas for meetings as necessary; may take, transcribe, and maintain minutes for meetings.

•May assist in monitoring assigned budgets; compiles annual budget requests and budget information as assigned.

•Operates a variety of modern office equipment; utilizes various computer applications and software packages at an advanced level; maintains and generates reports from a database or network system.

•Notarizes documents for the District, as required.

•Provides backup for other District, branch, department or division office administrative support staff; performs in a manner which supports good team work.

•Reads, understands, and ensures compliance with the Records Retention Policy and Brown Act.

•Reads, understands, and ensures compliance with the District Safety Manual; attends safety meetings, as required; reports all accidents, violations, or infractions to supervisor.

•Performs related duties as required.

Competencies and skills:
Nonessential:
* Enthusiasm - Possessing a strong drive and desire for learning, innovation, forward-thinking, and the overall desire to do your job well.
* Experience
* Inclusiveness - Conducting yourself in a manner which promotes respect and teamwork; communication with and appreciation for all, understanding each person is unique; Striving to understand how to work with our differences, provide better service, work products, and enhance organizational culture.
* Integrity - Demonstrating sincerity and high moral standards in principles, intentions, and actions; having an honest and open approach to all conduct aspects that encourages loyalty, transparency, fairness, and trust.
* Professionalism - Demonstrating knowledge, effectiveness, and competency when interacting with coworkers and customers while maintaining a calm, professional outward demeanor, upholding a reputation for accuracy, dependability, expertise, efficiency, and high quality through delivery of information, services, and products.
* Stewardship - Taking responsibility and ownership for assigned responsibilities; considering the expectations of customers, both internal and external, while demonstrating a proactive, positive willingness to serve.

Credentials:

Nonessential:
* Notary Public
* CA Class C Driver's License

Education:

Nonessential:
* High School or Equivalent

Compensation:

•Medical, dental, vision, accidental death and dismemberment insurance, a life insurance policy equal to two times the annual salary for the employee and a $1,000.00 policy for eligible dependents. Benefits become effective on the first of the month following a 30-day waiting period and the Authority contributes 90% of the cost of such insurance.

• CalPERS Retirement is provided using the 2.7 at age 55 formula for “Classic” Members. Retirement is provided using the 2% at age 62 formula for “New/PEPRA” Members.

• Three deferred compensation plans to which an employee may voluntarily contribute up to $23,000 per year. The Authority does not contribute to these plans.

• Twelve (12) paid holidays per year. Upon employment with WESA for one (1) year, employees also receive one (1) floating holiday annually.

• Employees accrue vacation at a rate of 3.08 hours per two-week pay period for the first 4 years of employment; 4.62 hours for years 5-8;6.16 hours for years 9-13; 6.47 hours for years 14-18; and 6.78 for 19+ years of service.

• Sick leave is accrued at a rate of 3.70 hours per bi-weekly pay period for a total of 96.20 hours per year with unlimited accumulation.

• Additional benefits available include: 9/80 work schedule, Direct Deposit, Flexible Spending Accounts, Employee Assistance Program, Educational Assistance, Certification Reimbursement Program, Certification Bonus Program, Onsite Wellness Center, and two credit unions.

Our Mission: To manage our natural resources to provide reliable, cost efficient and high quality water and wastewater services for the communities we serve, while promoting conservation, environmental responsibility, educations, community interaction, ethical behavior and recognizing employees as highly valuable assets.

The Water Employee Services Authority: WESA was established as a joint powers authority between the Elsinore Valley Municipal Water District and Meeks & Daley Water Company. As a joint powers authority, WESA provides professional water and wastewater services to both agencies. WESA is committed to:

• Professionalism-Demonstrating competency while maintaining a professional demeanor and upholding a reputation for expertise, efficiency, and high quality through delivery of information, services, and products.

• Enthusiasm-Possessing a strong drive for learning, innovation, forward thinking, and the overall desire to do your job well.

• Transparency-Demonstrating high moral standards in principles, intentions and actions; conduct that encourages loyalty, integrity, and trust.

• Inclusiveness-Promoting respect and teamwork through communication and appreciation for all.

• Stewardship-Taking ownership and responsibility for assigned responsibilities, while demonstrating a proactive, positive willingness to serve.

The Application Process: If you are interested in this opportunity, submit a completed WESA employment application online at www.wesawater.com. Resumes and certifications may be included, but will not be accepted in lieu of a completed employment application. In order to be considered, applications must be received no later than ____________.

For questions and inquiries, please contact: Human Resources at HR@evmwd.net or (951) 674-3146

Closing Date/Time: 2024-05-06

Lake Elsinore, California United States View Map