Department Assistant

General Duties

Ideal Candidate
The ideal candidate will have experience as an Administrative Assistant or Secretary who possesses excellent writing and communication skills and is proficient with Microsoft Office Programs; exceptional organizational skills are required to coordinate a variety of tasks and responsibilities while working with various departments; must be detail-oriented and have the ability to manage workload with various departments must be detailed-oriented and have the ability to manage workload and complete assignments accurately under deadline pressures; must be a self-starter who can take initiative and work well in a team.

We welcome veterans and transitioning military. Are you a former service member with experience in a related field, such as Yeoman (YN), Logistics Specialist (LS) or similar occupation. If so, we encourage you to apply. Consider joining a team of dedicated professionals who work to protect and preserve water, one of our most valuable natural resources. The experience you've gained during your service can continue to impact the world with a career at Otay.

The Otay Water District offers excellent benefits, a balanced work/life environment and is a leader in the industry.

About the Position and Department
This position in the Finance department reports directly to the Chief of Finance and provide support to department heads, department managers, executive secretary and the department as a whole. This position is a member of a dedicated, service-oriented team where collaboration and leadership are promoted at all levels.

The Finance Department is responsible for Customer Service, Meter Services, Accounting, Accounts Payable and Payroll and has a staff of approximately 33 employees.

Applications will be accepted until we have received 250 applications or until February 22, 2026, at 11:59 pm, whichever is sooner. Please note: Once we receive 250 applications, no other applications can be accepted, even if you were in the middle of filling out the application. Therefore, it is recommended to finish the application in one sitting and as soon as possible. For information on the recruitment process, please go to the Employment section of our website www.otaywater.gov or click here.

Examples of Duties

• Assists department with varied administrative and clerical duties.
• Provides administrative support, liaison, transcription, and file maintenance. Conducts research for various projects; performs data entry into a variety of computer applications in order to maintain records and to prepare reports for internal and external customers including regulatory agencies. Meets all reporting deadlines.
• Types, updates, and/or drafts a wide variety of board, administrative, financial, purchasing, and general correspondence from drafts, notes, dictation, or brief oral instructions using computer software; proofreads and ensures for accuracy, completeness, and compliance with District standards, policies, and procedures.
• Acts as point of contact for the department, directing calls, assessing the urgency and importance of situations to take appropriate action. Coordinates with others as necessary to obtain the required information; may respond directly to inquiries addressed, resolving complaints within scope of information and authority and refer to others as appropriate.
• Maintains calendars of activities, meetings and various events, including coordinating luncheons. Schedules appointments and makes meeting arrangements. Coordinates activities and events with other District departments, the public, and outside agencies. Makes reservations for conferences and seminars and makes travel arrangements for employees in the department as needed.
• Assists in the coordination of claims and administration of insurance, as needed by department.
• Prepares and processes documents such as purchase orders, payments, petty cash, deposits, invoices, and expense reports adhering to policies and procedures.
• Maintains departmental files by coordinating and maintaining content and record management systems; creates and organizes letters, forms, and documents; and secures confidential information.
• Provides general information and assistance regarding District policies and procedures to District staff, the public, and outside agencies.
• Provides backup to other department secretarial positions.
• Identifies and recommends opportunities for improvement.

Required Licenses and/or Certifications

A valid California Driver's License and safe driving record. [This requirement is currently under review].

Minimum Experience, Education, and Training Requirements

Experience:

Two (2) years of secretarial/administrative experience. Experience in a public agency is desired.

Education:

• High school diploma or G.E.D.
• One (1) year of specialized courses in business writing, English, secretarial science or office administration desirable.

Notice: Benefits listed below assume full-time regular status. These benefits do not apply to temporary appointments.

Scheduled salary increases include the following:

• July 1, 2024: 6% Cost-of-Living Adjustment
• July 14, 2025: 5% Cost-of-Living Adjustment
• July 13, 2026: 5% Cost-of-Living Adjustment
• Annual Merit Increases: Eligible employees are eligible for 3% merit increase on an annual basis until they reach the top of their salary range, based on meeting expectations on their performance review.

• Are enrolled in the 2% at age 62 formula based on the employee's 36 months of highest average annual compensation limit set by CalPERS.
• District and employees share the normal employee CalPERS service contribution cost. Employees contribute 7.5% of salary toward the employee CalPERS service contribution cost up to the annual compensation limit set by CalPERS.

• Are enrolled in the 2.7% at age 55 formula based on the employee's single highest year annual compensation.
• Employees contribute 8% of salary towards the employee CalPERS service contribution cost.

The District is also a Social Security participant and the District and employee make contributions.

Deferred Compensation Retirement Plan (457 Plan): Optional plan designed to provide employees with additional retirement income. Employees may elect to contribute a portion of their income on a pre-tax or post-tax basis through payroll deductions.

Medical/Rx Insurance: Choice of Blue Shield PPO, EPO, HMO or Kaiser HMO plans, 100% premium paid by District for employee and 88% for dependent(s).

Dental Insurance: 100% premium paid by District for employee and 88% paid for dependent(s).

Vision: 100% premium paid by District for employee and 0% for dependent(s).

Flexible Benefits Plan: The District offers a healthcare and dependent care flexible benefits plan. The healthcare account reimburses the employee on a pre-tax basis for medical, pharmacy, dental and other related expenses not covered by the insurance plans. The dependent care account allows employees to pay for employment-related dependent care expenses on a pre-tax basis.

Group Term Life & Accidental Death and Dismemberment Insurance: 100% premium paid by the District for employee and eligible dependent(s). Depending on employees' annual earnings and/or position, amounts of Life and AD&D insurance range from $15,000 to $50,000. Eligible dependents have life insurance coverage of $1,000.

Voluntary Life Insurance: Employees may elect to cover themselves and eligible dependents for voluntary life insurance. The full cost of this insurance is paid by the employee via payroll deductions

Short-Term and Long-Term Disability Insurance: The District provides short-term and long-term disability insurance equal to 66 2/3% of your income after a 30-day elimination period (90-day elimination period for long term disability) if totally disabled due to illness or injury.

Education Reimbursement Program: Employees are eligible to receive reimbursement for District approved courses not to exceed $3,000 per fiscal year.

Certification Incentive Program: Eligible District employees that obtain target certifications that exceed the minimum job requirements may qualify for either a base pay percentage increase or receive a monetary incentive.

Employee Assistance Program: Provides confidential referrals and counseling concerning personal, family, or work-related issues for employees and their dependents.

Free Onsite Workout Facility: The District has a fully equipped exercise room for employees to use before work, after work or during lunchtime.

Yoga Classes: On-site Yoga classes are offered during the lunch hour at the employee's expense.

Retirement Benefits:
Health Reimbursement Arrangement (HRA) effective September 1, 2024: A Health Reimbursement Arrangement is an interest-bearing, employer-funded account created in your name to reimburse you tax-free in retirement for eligible medical expenses and premiums. Otay Water District makes deposits of employer contributions and mandatory employee contributions while you are employed, but you will not be able to access funds until retirement or separation of service, having met Otay Water District’s vesting requirements.

Tier II Eligibility for All Full-time Regular Employees Hired On or After September 1, 2024:
All full-time, regular employees hired on or after September 1, 2024, will participate in a mandatory HRA Plan. The District and the employee will make contributions to the HRA Plan.

The District will contribute $4,000 annually to the employee’s HRA from their latest date of hire until they retire or terminate from the District for a maximum period of twenty (20) years. The employee will contribute $1,000.00 annually (or $40 per pay period for the first twenty-five [25] pay periods of the calendar year) to their HRA from their latest date of hire until they retire or terminate from the District. There is a vesting schedule for this Plan as set forth in the Memorandum of Understanding between the Otay Water District Employees Association, effective July 1, 2024 through June 30, 2027.