Office Assistant I / II (Promotional / ACWD Applicants Only)

Salary :

See Position Description

Location : Fremont, CA

Job Type : Regular, Full-Time

Job Number : 25-15b

Department :

Operations and Maintenance

Division :

Administrative Support

Opening Date : 10 / 08 / 2025

Closing Date :

10 / 22 / 2025 5 : 00 PM Pacific

THE POSITION :

The Alameda County Water District located in Fremont, California, is seeking detail-oriented applicants to perform varied clerical and office administrative duties to support District functions. Duties include customer service to internal and external customers; typing and data entry on a daily basis; finalizing letters, processing and completing invoices, permits, reports; maintaining a variety of technical and office records and files; receiving and processing information from the public; answering calls from the public and conducting appropriate triage, dispatching, and directing calls to appropriate parties; and other related work as assigned.

The ideal candidate will possess the following :

Be focused on providing excellent customer service to both internal and external customers

Be skilled at maintaining composure during high stress situations and prioritize work

Be detailed-oriented

Fundamental knowledge of MS Office Suite (Word, Excel and PowerPoint)

Maintain a high level of discretion

DISTINGUISHING CHARACTERISTICS

Office Assistant I is the entry-level classification in the Office Assistant series. Under close to general supervision within a framework of established policies and procedures, incumbents initially perform basic clerical duties while learning to receive and process payments and handle customer inquiries and complaints. Utility billing experience is highly desired.

Office Assistant II is the experienced, journey level class in the Office Assistant series. Under general supervision, within a framework of established policies and procedures, incumbents are fully competent, with a high level of accuracy, to perform a variety of office support duties, which often involve technical concepts and department specific terminology. Assignments are given in general terms and are subject to periodic review while in progress and upon completion by assigned supervisor. There is some latitude for independent judgment and action in well-defined areas of work.

SALARY

Depending on qualifications and experience, this position may be filled at either level. The annual salary ranges for the respective levels are as follows :

The annual salary range for Office Assistant I is $71,663- $87,110, plus excellent benefits.

The annual salary range for the Office Assistant II is $79,627-$96,791, plus excellent benefits.

Examples of Duties

Examples of Duties :

TYPICAL EXAMPLES OF DUTIES MAY INCLUDE BUT ARE NOT LIMITED TO THE FOLLOWING :

• Prepares correspondence, reports, forms, construction specifications, agreements, and / or specialized documents from drafts, notes, or brief instructions, using standard office equipment such as a personal computer and word-processing, spreadsheet, and database software applications.
• Proofreads documents for accuracy, completeness, format, compliance with departmental policies, and correct English usage including grammar, punctuation, and spelling; returns document to originator if content or major format revisions are required.
• Maintains inventory for goods and supplies, places orders online, receives goods and supplies, submits invoices for approval, and releases invoices for payment in the financial system.
• Modifies and develops office procedures and practices to standardize processes.
• Uses a personal computer to enter and retrieve data using standard office applications such as MS Word, Excel, Access, or specialized applications depending on assigned organizational unit.
• Provides various office and organizational support to professional staff, including monitoring and maintaining workflows, advising of upcoming deadlines, and coordinating and organizing meetings.
• Maintains a variety of technical and office files in alphabetical, numerical, or coded format; scans and validates electronic files in document libraries and document management systems; develops and maintains document management and intranet sites; assists with purging records and files; and researches and responds to Public Records Act and other record requests from the public and technical and managerial staff.
• Prepares and updates a variety of reports, which may require research from several sources and use of arithmetic calculations.
• Maintains a variety of records, and processes various forms such as personnel forms, purchase requisitions, and other forms specific to assigned organizational unit.
• Requests pricing from vendors and assists organizational staff with the use of the District's financial system.
• Provides and requests factual information regarding District activities and functions; may assist customers and other members of the public.
• Receives and compiles technical information from engineers and others and incorporates into construction specifications and other bid documents; types, prints, advertises, and distributes completed documents; receives and manages bids and proposals, and issues and posts bid summaries and results; after approval, processes contractor progress payments per construction contracts.
• Organizes and oversees project files and a variety of other technical and office files; files and retrieves information, purges obsolete documents, and combines files as appropriate; assists in identifying files for off-site storage.
• Receives and responds to calls from developers, contractors, homeowners, and the general public; provides factual information which may require interpretation of policies and procedures; investigates and resolves customer service issues.
• Operates standard office equipment and may provide relief for other District office support staff.
• Completes special projects as assigned; researches and compiles information as necessary.
• May review / audit information in the District's financial system related to the District's credit card program.
• May collect timecards from supervisors in assigned department and enters information into the payroll system; follows up with staff to clarify information and to reconcile employee work hours.
• May issue security badges, cyber keys, equipment, and keys to departmental employees and collect upon separation.
• May respond to emergency and non-emergency maintenance calls, and dispatch and coordinate resources for field staff.
• May calculate and issue deposit requests, and receive, track, and manage customer and developer payments for a variety of fees and charges.
• May coordinate, manage, and track a variety of regulatory filings, notices and reports.
• May train and direct the work of part-time or temporary workers on specific projects.
• Serves on various task forces and committees.
• Performs other related work as required.

Typical Qualifications

Education and Experience :

Office Assistant I : High school diploma or its equivalent and one (1) year of general office support work, which includes training or experience using a personal computer and standard word processing, spreadsheet, and database software applications.

Office Assistant II : High school diploma or its equivalent and two (2) years of general clerical or office assistant experience equivalent to that of an Office Assistant I within the District.

Knowledge, Skills and Abilities :

Knowledge, Skills, and Abilities : Knowledge of proper written and spoken English, including spelling, punctuation, and grammar; modern office practices, methods, and computer equipment and applications related to the work, including word processing, database, and spreadsheet software. Skill and Ability to : rapidly learn the specific procedures and technical terminology of the organizational unit to which assigned; understand and carry out oral and written directions; multitask; maintain discretion; maintain accurate records and files; make accurate arithmetic calculations; perform detailed clerical work with accuracy; type accurately at a rate of 45 words per minute from printed copy; perform the essential duties of the job without causing harm to self or others; operate modern office equipment including computer equipment and specialized software applications programs; communicate clearly and concisely, both orally and in writing; establish, maintain, and foster positive and effective working relationships with those contacted in the course of work. Office Assistant II : (In addition to the above) Knowledge of : principles and practices of business letter writing and standard formats for typed materials; policies and procedures related to the department to which assigned; business data processing principles, and standard to advanced uses of word processing software applications; records management and filing practices and procedures; terminology and technical work processes related to the department to which assigned. Skill and Ability to : organize and maintain varied and complex files; compose routine correspondence from brief instructions; work independently and exercise sound judgment within established guidelines; use specific technical terminology of the organizational unit to which assigned; effectively operate a personal computer, calculator, two-way radio and other standard office equipment; learn to proficiently utilize specialized software applications to support the work of the assigned organizational unit; organize and prioritize work activities and meet established deadlines; communicate tactfully and effectively with customers and the public.

Selection Procedure

SELECTION PROCEDURE :

A District Application must be submitted online at www.acwd.org no later than

5 : 00 p.m. on Wednesday, October 22, 2025.

Candidates who present the best job-related qualifications will be invited to participate in a qualification appraisal, which may include a written exercise as well as an interview by an appraisal panel.

Candidates passing the qualifications appraisal process will be ranked on an employment list for further consideration. Top-ranking candidates will be invited to a personal interview with the hiring Supervisor.

Represented employee applicants receive promotional consideration consistent with the provisions of the MOU.

Health Insurance : Coverage is provided through the PERS Health program. Employees will contribute 0.25% of salary towards their medical benefits. The employee medical deductions shall not occur in the paycheck in which Union dues are withdrawn.

Dental and Vision : Coverage for the employee and eligible dependents is fully paid by the District.

Retirement : California Public Employees Retirement System (CalPERS) benefit depends on whether the employee is a "new" member or "classic" member under state law.

Classic member : Employee who is a member of PERS or reciprocal agency within six months of hire at ACWD. 2.5% @ 55 with 8% employee contribution. $5000 Retired Death Benefit, 3% Annual Cost-of-Living Allowance Increase, Post-Retirement Survivor Allowance to Continue After Remarriage, Pre-Retirement Death Benefits to Continue After Remarriage of Survivor, Additional Opportunity to Elect 1959 Survivor Benefits, 1959 Survivor Benefit Level 4, Unused Sick Leave Credit, Public Service Credit for Peace Corps, AmeriCorps VISTA, or AmeriCorps Service, Military Service Credit as Public Service, Final Compensation 1 Year, Post-Retirement Survivor Allowance, Prior Service. The District picks up 2.5% of the CalPERS retirement contribution.

New member : Employees hired after 12 / 31 / 12 who were not members of PERS or a reciprocal agency within the last six months of hire at ACWD. 2% @ 62 with 7% employee contribution. Effective 7 / 1 / 23 PEPRA employee contributions will increase to 7.75%. $5000 Retired Death Benefit, 1959 Survivor Benefit Level 4, 3% Annual Cost-of-Living Allowance Increase, Additional Opportunity to Elect 1959 Survivor Benefits, Final Compensation 3 Years, Military Service Credit as Public Service, Post-Retirement Survivor Allowance, Post-Retirement Survivor Allowance to Continue After Remarriage, Pre-Retirement Death Benefits to Continue After Remarriage of Survivor, Pre-Retirement Option 2W Death Benefit, Prior Service, Public Service Credit for Peace Corps, AmeriCorps VISTA, or AmeriCorps Service, Unused Sick Leave Credit.

Social Security / Medicare : The District does not participate in Social Security, but provides a 1.45% matching Medicare contribution.

Retiree Health Benefits : Coverage is provided through the CalPERS Health program. The District's contribution for retiree coverage shall be the PEMHCA minimum contribution as determined by CalPERS on an annual basis. Please refer to the Memorandum of Understanding for various eligibility and plan details.

Employees hired on or after January 1, 2019 will receive a defined-contribution benefit into a retiree health savings account.

Life Insurance : The District provides Basic Life Insurance and Basic AD&D Insurance of one times your annual salary to a maximum of $150,000. There is no cost to the employee for this insurance.

Long Term Disability : The District provides you with Long Term Disability Income Insurance of 66 2 / 3% of monthly earnings with a maximum monthly benefit up to $7,000.

Short Term Disability : Coverage is provided through the District for employees working a minimum of 20 hours per week at 66 2 / 3% of base weekly earnings for the first 12 weeks up to a weekly benefit maximum of $1,650.

Deferred Compensation : Optional deferred income plans allowing tax sheltering of current income and payment later as supplemental retirement income.

Vacation : 10 days first year, increasing to 25 days after 20 years.

Holidays : 12 days per year, plus 4 Floating Holidays per fiscal year.

Sick Leave : 12 days per year plus 30 hours / year Medical Appointment Leave.

Employee Assistance Program : Up to 6 sessions for employees and family members for professional consultation and short-term counseling for personal problems.

Tuition Reimbursement : The District will reimburse 100% of the total tuition and textbook costs incurred in taking courses outside of normal working hours related to District employment up to an annual maximum of $5,250.

01

Please indicate at which level (s) you are applying for. There is one vacancy for this position that will be filled at one of the available levels based on this recruitment. (check box answer format, can select one or more / all)

Office Assistant I

Office Assistant II

Both

02

Do you have customer service experience?

Yes

No

03

How many years of experience do you have in a direct customer contact role?

Less than one (1) year.

At least one (1) year but less than three (3) years.

At least three (3) years or more

04

Do you have any experience working for a Public Agency?

Yes

No

05

Are you familiar with O365 Office Suite?

Yes

No

06

Do you have experience in prepping, formatting, and mailing letters?

Yes

No

07

Do you have experience in data entry?

Yes

No

08

Do you have any experience using one (or more) of the following enterprise systems?

Cityworks

JD Edwards

Other

None

09

Can you describe a specific situation in which you had to troubleshoot a problem quickly and efficiently? What steps did you take?

10

Can you provide a specific example of how you worked with a team to improve a work process or outcome?

11

How do you ensure clear and effective communication with customers and coworkers, both verbally and in writing? Please give a specific example and the outcome.

12

Describe a specific situation where you had to adapt to a sudden change in a company policy or procedure. How did you manage the transition?

Required Question