Operations & Maintenance Assistant (Part-Time)

Applications will be accepted until May 31, 2026, or until we receive 40 applications, whichever happens first. This position will be paid $27.00 per hour. The work schedule is approximately 20 hours per week, Monday - Thursday, not to exceed an average of 29 hours per week or 999 hours in a fiscal year. All Vallecitos Water District employees are at-will. This position is not eligible for insurance benefits; retirement benefits; or vacation leave. All employees receive sick leave hours under terms required by California law. Further benefits are documented on the Benefits tab.

DEFINITION

Under supervision, performs a wide variety of administrative and clerical support for the Operations & Maintenance (O&M) department, including computer work, typing, filing, data entry, and customer service work of a routine nature; performs related duties as required.

CLASS CHARACTERISTICS

This single incumbent position is expected to perform a wide variety of administrative and clerical support for the Operations & Maintenance department within a framework of established procedures with only occasional instruction or assistance.

SUPERVISION EXERCISED AND RECEIVED

This position is directly supervised by the Mechanical Maintenance Manager. The O&M Assistant may take assignments and direction from other O&M supervisors or managers, with assignment priority set by the Mechanical Maintenance Manager. It does not supervise any staff.

ESSENTIAL FUNCTIONS

Essential functions include, but are not limited to, the following: Prepares a variety of documents for O&M departments, such as correspondence, standard forms, technical documentation, presentations, charts, and reports using common office software; gathers and compiles necessary information from written, recorded, or printed sources and/or oral instructions; reviews prepared materials for accuracy, completion, grammar, spelling, and punctuation; Provides routine administrative & clerical assistance to O&M staff and departments; performs O&M filing; performs general records management duties including creating and maintaining files, central filing, archives, etc. in accordance with District's records management and retention policy; operates scanner and computer for electronic document storage and retrieval; Tracks, maintains, and follows District procedures for new O&M contracts; explains routine procedures and processes; takes meeting minutes as needed; schedules, sets up, and cleans up for meetings; Communicates with vendors, contractors, and external agencies regarding various issues; tracks and records a variety of information from outside vendors, including but not limited to, paper records, vendor information, notices, and invoices; utilizes external software systems and platforms to support compliance and operational needs; Maintains and stocks supply area and orders supplies as needed; collects and distributes a variety of paperwork, materials, and supplies; picks up a variety of materials from outside vendors; Uses, monitors, and reconciles the O&M credit cards for department purchases; enters purchase requisitions for non-project-related purchases; Arranges travel, including registration, hotel stay and transportation arrangements for Operations & Maintenance employees; Assists with administrative, clerical, or other routine functions during Emergency Operations (EOC) activations, during regularly scheduled hours; Operates copiers and a variety of office equipment; Performs duties in a professional manner and works well with others or in a team setting; Establishes and maintains cooperative working relationships with co-workers, outside agencies, vendors, contractors, and the public; Regular attendance and adherence to prescribed work schedule to conduct job responsibilities; Observes safe work practices and safety methods; performs other duties as assigned.

QUALIFICATIONS GUIDELINES

Ideal Candidate Traits Ability to problem solve and think critically through common administrative issues; Work productively and efficiently without direct oversight; Organized, reliable, and able to manage time effectively; Proficient with Microsoft 365, Adobe Acrobat, and Docusign.

Knowledge, Skills, and Abilities Knowledge of:

Contemporary office methods and procedures; a variety of office software programs, such as Microsoft 365, Adobe Acrobat, and Docusign; Operation of a variety of office equipment including computers, copiers, and scanners,; Problem-solving techniques and critical thinking to support office operations; time management and prioritization strategies; Electronic and paper-based filing systems; business correspondence formatting and standards; basic invoice processing; calendar management; Purpose and tasks of various operations & maintenance functions for a public agency.

Ability to:

Communicate clearly and concisely, both orally and in writing; use correct English grammar, punctuation, and spelling; Maintain orderly records; prioritize and perform routine clerical work accurately; Establish and maintain effective working relationships with management, staff, and others contacted in the course of the work; Apply rules, regulations, procedures, and policies; monitor and prioritize work; evaluate day-to-day needs and apply sound judgment to complete tasks efficiently; Operate a desktop computer and standard office software; Observe safe work methods and safety precautions related to the work. Education & Experience Any combination of education or experience that would likely provide the necessary knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: high school graduation and two years of experience in related administrative work involving a high amount of data verification and other tasks requiring attention to detail. Licenses, Certificates, and Special Requirements Possession of, or ability to obtain, a California Class C driver's license, and satisfactory driving record.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Employees may be required to wear and/or use personal protective and other safety equipment. 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 or hear; use hands and fingers to grasp and feel objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to walk. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

Environment:

Office environment. Frequently works in or around areas with minor amounts of dust. Some work done on ladders up to 4 feet above ground. Noise level is usually quiet. Employee will occasionally be outdoors on job sites, exposed to heavy machinery, hazardous materials, and loud noise.