Executive Assistant

GENERAL DESCRIPTION

Irvine Ranch Water District is currently accepting applications for an Executive Assistant in the Finance & Administration Department.

Effective July 1, 2025, the salary range will be: $38.49 - $57.47 hourly

The District
Irvine Ranch Water District (IRWD) is a progressive, values-driven agency, with an international reputation for its leading-edge financial management practices, water recycling program, water use efficiency practices, water banking, urban runoff treatment, and energy generation and storage. Established in 1961 as a California Water District under the provisions of the California Water Code, IRWD is an independent special district serving central Orange County. IRWD provides high-quality drinking water, reliable sewage collection and treatment, ground-breaking recycled water programs, and environmentally sound urban runoff treatment to its customers. As an independent, not-for-profit public agency, IRWD is governed by a publicly elected five-member Board of Directors. The Board is responsible for the District's policies and decision-making. Day-to-day operations are supervised by the General Manager. Additional information can be found at the District's website: www.IRWD.com.

IRWD Values
Irvine Ranch Water District believes that its values drive the character, culture, and capacity of our organization. IRWD was built on values, and we weave them into the fabric of everything we do. Values are the ingredients in our recipe for both institutional and individual success. They are a code of conduct to promote positive outcomes for others and ourselves. They are more than words on a wall or a website. We live by them every day. We pledge to keep them relevant in an ever-changing world.

IRWD's employees enjoy working in a safe, supportive, and nurturing environment where they form strong bonds with fellow employees. To ensure effective communication and promote a collaborative team environment, employees report to work each day in the office or in the field, depending on their positions.

The Position:
Under general direction, provides highly responsible, professional assistance to an Executive Director of Finance & Administration. Performs sensitive and confidential administrative and secretarial support functions. Performs challenging, diverse, and complex duties in support of the Executive Director, including her interactions with elected officials, officials of other governmental agencies, the Executive Management Team, District Department Directors, business and community organizations, interest groups, the media and the public. Maintains department files.

DISTINGUISHING CHARACTERISTICS

An Executive Assistant is the advanced journey-level class in the clerical and administrative support class series. Incumbents regularly work on tasks which are varied and complex, requiring considerable discretion and independent judgment. Positions in the classification rely on experience and judgment to perform assigned duties. Assignments are given with general guidelines and incumbents are responsible for establishing objectives, timelines, and methods to complete assignments. Work is typically reviewed upon completion for soundness, appropriateness, and conformity to policy and requirements.

This position is 100% in-office, meaning employees are expected to work from our Sand Canyon Headquarters full-time, without the option for remote work.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Coordinates and performs all Department procedural and administrative duties.

Provides professional administrative and complex secretarial assistance and support to the Executive Director or General Manager and other management staff in the Department.

Types and/or drafts memoranda, correspondence, board agenda materials, including board reports, meeting minutes, statistical charts and other documents and report often of a highly-sensitive and confidential nature; ensure materials and reports for signature are accurate and complete and in compliance with District standards, policies and procedures. Confer with staff to coordinate preparation of write-ups for Board and Committee meetings.

Researches and compiles data for special reports; collect and assemble data and background materials for a variety of reports, charts, spreadsheets and related documents.

Composes, proofreads and edits a wide variety of documents and correspondence with grammatical accuracy and clear communication of content.

Assists in preparing annual budget documents by performing research, compiling, monitoring, and analyzing data, and developing detailed, computer-generated spreadsheets to accurately display the budget information within a comprehensive format; help track expenditures against budget; research and compile budget variance reports.

Receives and screens visitors and telephone calls, providing information and handling issues that may require sensitivity and use of sound, independent judgment; responds to requests for information and complaints, refers matters to appropriate District staff and/or takes or recommends action to resolve the request or complaint.

Prepares, reviews, edits, and processes a variety of documents, including professional services agreements, letters, purchase orders and requisitions, work confirmations, seminar and conference requests, and personnel related documents. Process documents electronically according to District procedures.

Initiates and maintains a variety of files and records as needed, including confidential materials according to the District's retention schedule.

Makes arrangements for meetings and special events including equipment, room set up and meals.

Makes travel arrangements for the Executive Director or General Manager and other staff; coordinate and process necessary paperwork.

Arranges, coordinates, and advises the Executive Director or General Manager of meetings, trips, and other commitments of time.

Prepares and processes staff expense reports and monthly Cal Card report.

Answers department phone line and assist caller and/or transfer to appropriate party.

Receives and prioritizes the department mail.

Complies with District safety work-related practices and attend relevant safety training.

Performs other related duties as assigned

Disaster Service Worker: In accordance with Government Code Section 3100, Irvine Ranch Water District employees, in the event of a disaster, are considered disaster service workers and may be asked to respond accordingly.

If assigned to the General Manager's office, also responsible for the following:
• Prepares agendas, agenda materials and agenda packages for Board and Committee meetings.
• Confers with Department Directors and staff members to coordinate the preparation of agendas for Board and Committee meetings.
• Distributes and processes Conflict of Interest statements including Board of Directors, IRWD staff, legal counsels, and consultants.
• Prepares, executes, posts, publishes and makes official filings of various statements, notices, certificates, and legal notices as may be required.
• Prepares and process Board of Directors' fees in a timely manner.
• Attests to the approval and execution of contracts and agreements, resolutions, and other official records of the District.

If assigned to the Finance Department, also responsible for the following:
• Reviews District expense reports for compliance with the District's policies and procedures and maintain database for quarterly reporting purposes.

If assigned to the Engineering Department, also responsible for the following:
• Organizes and maintains documents in Engineering Library and Content Manager according to District retention policy.
• Manages the student intern program, including recruitment, work scheduling and supervision of interns.
• Assists with capital project bid advertising by finalizing and distributing bid documents, plans and specs. Update project information website.

If assigned to the Operations Department, also responsible for the following:
• Tracks and produces reports for the department Key Performance Indicators

MINIMUM QUALIFICATIONS

Education and Experience:

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 : High school graduation or equivalent.

Additional college course work related to assigned secretarial or administrative duties is highly desirable.

Experience : Three (3) years of progressively responsible advanced clerical or administrative experience is required.

License/Certifications Required
A valid Class “C” California Driver’s License

Knowledge of:

• Modern office equipment and procedures
• Advanced level of proficiency with MS Office Suite.
• English usage, spelling, grammar and punctuation.
• Advanced principles and methods of business correspondence and report preparation.
• General operating practices of an executive office.
• Modern supervisory principles and practices.

Ability to:

• Communicate effectively with all levels of office/field employees and management.
• Represent District in a professional manner when dealing with outside professional and vendors.
• Use tact, discretion, and diplomacy in dealing with District staff, customers, contractors, vendors, elected officials and others in a highly sensitive and challenging office environment.
• Explain, demonstrate and clarify to others within well established policies, procedures and standards, as well as the ability to follow specific instructions and respond to simple and difficult requests from others.
• Add, subtract, multiply, divide and calculate percentages.
• Use good personal judgment and discretion in performing all job functions. Ability to remain calm in crisis and emergency situations.
• Use discretion when handling and disseminating sensitive information.

ADDITIONAL INFORMATION

PHYSICAL DEMANDS

Regularly required to sit, walk, bend, stoop and stand. Occasionally required to lift up to 25 lbs. Must be able to sit for extended periods of time while performing tasks at a desk or workstation. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard, typewriter keyboard, or calculator and to operate standard office equipment. This may involve repetitive hand movements for extended periods. Ability to reach for documents, supplies, or equipment at varying heights (within a standard office environment) and grasp them, including the use of filing cabinets or shelves. This is primarily a sedentary office classification, although standing and walking between work areas may be required. Occasional standing is required, such as when presenting. Some bending or stooping may be necessary to retrieve files or materials from lower shelves or desks. Good vision is necessary for reading documents, working with computer screens, and performing tasks that require fine detail. Ability to hear in a standard office environment for communication, phone calls, and meetings. Frequent verbal communication with team members, clients, and other stakeholders, including both in-person and virtual meetings, requiring clear speech and hearing. Occasional travel may be required to other worksites or conferences for meetings, training, or other work-related activities. The job may require sustained concentration, problem-solving, and decision-making skills. The employee should be able to manage work-related stress in a fast-paced environment.

These physical demands may vary depending on the specific duties and expectations of the position.

ENVIRONMENTAL CONDITIONS

Noise level is generally equivalent to a typical office environment. The office is maintained at a comfortable room temperature. The office is equipped with air conditioning and ventilation systems designed to maintain comfortable indoor air quality. The work area is equipped with adequate artificial lighting, supplemented by natural daylight from windows where available. The employee will work primarily at a desk, using a computer and other office equipment. The office complies with standard safety regulations, including the use of fire exits, first aid kits, and emergency procedures. Employees are expected to adhere to safety guidelines. The office environment is free from significant environmental hazards such as chemicals, heavy machinery, or extreme weather conditions. Occasional visits to construction sites where noise level may be higher than typical office environment. The ability to work in an environment which may expose employee to hazardous materials and environment.

IMPORTANT APPLICATION INFORMATION AND INSTRUCTIONS
All applicants are required to complete and submit a District application form online and answer the supplemental questionnaire. Stating "See Resume" is not an acceptable substitute for a completed application. Resumes or faxed copies will not be accepted in lieu of the District online application. To apply, click on the "Apply" link located at the top of this page.

New users must create an account first. Click on this link for instructions on how to set up your account and apply for the first time: Online Employment Application Guide

Applications will be reviewed by the Human Resources Department and the subject matter expert. Those applicants possessing the most pertinent qualifications will be invited to continue in the selection process, which will include:

Oral Interview Examination: will evaluate the candidates' experience, training, education, and abilities in relation to those factors which are essential for successful performance on the job.

Communication regarding your application and/or status will be sent to the email address listed on your application. Please check your email regularly throughout the recruitment process as you will not receive communications by any other method.
Equal Opportunity Employer
Irvine Ranch Water District is an Equal Opportunity Employer and provides reasonable accommodations to qualified individuals with disabilities. If you consider yourself a person with a disability, you may contact the Human Resources Department for a reasonable accommodation.

IRWD offers a comprehensive benefits package for eligible employees and their eligible dependents. These benefits include the following: retirement benefits; medical, dental, vision, and life insurance; anda variety of other benefits. Benefits may vary based on employment status. This benefits overview is intended to be a summary, is not intended to be all-inclusive,and may not be applicable to all employees.

Retirement
Employees hired on or after January 1, 2013:
The District, in compliance with the California Public Employees' Pension Reform Act of 2012 (PEPRA), implemented a third tier for new employees hired on or after January 1, 2013. New employees hired on or after January 1, 2013 who have not been in PERS membership or in membership with a reciprocal retirement system within 6 months of hire date will receive benefits under the California Public Employees Retirement System at a 2 percent at age 62 formula. This formula gradually increases to a maximum benefits of 2.5 percent at age 67. Final compensation calculations will be based on the highest three-year average of regular recurring pay. The District pays the employer's share of these costs. The employee share of the pension cost of 7.50% is paid in full by the employees hired under this formula.

Employees hired on or after September 29, 2012 or "Classic" PERS members hired on or after January 1, 2013:
On September 24, 2012, the IRWD Board of Directors approved the addition of a second tier to the CalPERS retirement benefits. New employees hired on or after September 29th through December 31, 2012, and employees hired on or after January 1, 2013 who have been in PERS membership or in membership with a reciprocal retirement system, will receive benefits under the California Public Employees Retirement System at 2 percent at age 60 formula. This formula gradually increases to a maximum benefit of 2.418% at age 63. The District pays the employer share of these costs and the employee share of the pension cost of 7% is paid in full by the employees hired under this formula. Final retirement compensation calculations are based on the highest three-year average of regular, recurring pay.

IRWDdoes not participate or pay into Social Security except for the Medicare portion.

Medical Insurance
IRWD contracts with CalPERS for medical insurance coverage. Employees may elect coverage from a variety of PPO and HMO plans. The employee and District contribution for health insurance varies by plan.Coverage is effective the first day of the month following the date of hire.

Dental Insurance
IRWD contracts with Delta Dental for dental coverage.IRWD pays 100% of the premium for dental coverage for eligible employees and their eligible dependents. Coverage is effective the first day of the month following the date of hire.

Vision Insurance
IRWD contracts with the EyeMed for vision coverage. IRWD pays 100% of the premium for vision coverage for eligible employees and their eligible dependents. Coverage is effective the first day of the month following the date of hire.

Life Insurance
Elgible employees are provided with life insurance coverage equal to three or four times their annual salary, depending on their level of compensation. Eligible dependents are also covered for a flat benefit amount. Coverage is effective the first day of the month following the date of hire.

Deferred Compensation
Participation in adeferred compensation plan is available through Empower Retirement. Enrollment is voluntary and contributions are employee-paid and subject to IRS limits. The District matches employee contributions up to 3% of base pay after 1 year of employment.

Paid Vacation
Eligible employees begin accruing vacation benefits at the rate of 80 hours per year for the first 5 years of employment. Employees accrue 120 hours per year after 5 years of employment and 160 hours per year after 10 years of employment.

Paid Holidays
The District offers 11 scheduled paid holidaysplus one personal holiday per year.

Sick Leave
Eligible employees accrue 96 hours of sick leave annually.

Flexible Spending Accounts
Eligible employees may elect to participate in the District's Flex Advantage program. This program allows employees to deposit pre-tax dollars into special accounts to be used for a variety of purposes, including paying for qualified miscellaneous health care expenses and dependent care expenses. IRWD contracts with a third party administer to process payments from employee accounts using claim forms or a Flex Spending debit card.

Educational Assistance
The District will share in the pre-approved educational costs of tuition and books for employees who wish to attend college or take certification classes.

Closing Date/Time: 7/3/2025 11:59 PM Pacific

• 

• Irvine Ranch Water District

• (949) 453-5360

Show more