Job Details

Union Sanitary District
  • Position Number: 3162499
  • Location: Union City, CA
  • Position Type: Secretary and Administrative Assistants

Administrative Specialist I

$38.64 - $46.97 Hourly
$6,697.60 - $8,141.46 Monthly
$80,371.20 - $97,697.60 Annually

Excellent Benefits

Final Filing Date: Wednesday, 7/13/2022

This posting will remain open until 100 applications have been received or until the deadline, whichever occurs first. Please apply as soon as possible to ensure your application is received.

USD is Building its Future – Join us and Build Yours, too!

Are you looking for a place to grow and develop your administrative skills, to have the opportunity to do meaningful work and serve your community? Come join us!

Union Sanitary District (USD) is an award-winning, innovative independent special district formed in 1918 providing wastewater collection, treatment, and disposal services to the residents and businesses in the Tri-cities of Fremont, Newark, and Union City in southern Alameda County (south-eastern Bay Area).

USD offers careers with a great work/life balance. We are extremely proud of our diverse workforce of professionals. We currently have one position available for an Administrative Specialist I to join our Capital Improvement Projects Team (CIP). If you are looking for a career path in the public sector where you can use your top-notch computer, people, and administrative skills, this is a great opportunity.

About the Job
The Administrative Specialist for CIP is responsible for successfully carrying out a broad variety of responsible, technical/administrative duties, including researching, organizing data and report preparation; monitoring budgets and invoices, interacting with the public in person and on the phone to respond to inquiries, as well as performing administrative functions in support of the work group.

You must be detail-oriented, highly organized, able to balance multiple areas of responsibility, complete work of a highly detailed nature, possess strong computer skills, a proven track record of producing accurate, high-quality work in a fast-paced environment, and strong interpersonal communication skills. Additionally, you must be able to prioritize work according to changing situations and requirements and be able to work effectively in a team-based structure.

To view the entire job description, please go to:

The following is a list of just some of the things you will be working on:

Provide Administrative Services and Support to CIP Projects (40%)
Arrange for printing, sale and shipping of plans and specifications.
Post project details, addendum and bid results on website using eBidboard as host.
Submit legal advertising to newspaper.
File documents to be recorded by Alameda County Recorder's Office in person, as needed.

Update District website with prebid photos and videos, project documents and current construction projects.

Provide Administrative Support to CIP Team and Technical Services Work Group (35%)
Prepare team Board items for Board of Directors Meetings; gather data and finalize document; submit to Assistant to General Manager/Board Clerk; update the CIP portal site; route for signatures; update the records portal site with executed documents.
Prepare Monthly Operations Report for the Technical Services workgroup; gather data from the three teams in the workgroup and compile repor.t
Coordinate the routing of signatures of various documents and forms through DocuSign.
Serve as recorder at team meetings, compose and post meeting minutes on the Portal.
Provide backup coverage to the Front Desk and train others as needed.
Provide second back-up coverage to Assistant to the General Manager/Board Clerk.

Provide Administrative Services for District Records Management Program (20%)
In accordance with District Records Management Policy, authorize expenses for storage, retrieval, and record destruction services up to limit of $1,500/invoice. Approve invoices through the financial software system (Eden).
Serve as point of contact to schedule retrieval and pickup of archived records from two offsite locations; establish and maintain online retrieval database for use at any time.
Oversee District records database on Portal and edit data to conform with District Records Management Policy.

Serve on District Committees (5%)

About You
You will need the following education and experience. A typical way to acquire the knowledge, skills and abilities for this position include:
Education and Experience: Completion of two years of college with course work in business and related computer software applications and two years' responsible office technical and administrative support; other relevant training and experience may be substituted for education and/or experience.
Knowledge of a variety of computer software applications such as MS Office.
Ability to learn and provide various technical specialist support assistance to the workgroup to which assigned; learning and operating computer software applications specific to the assigned work group; records management and report preparation procedures; general office practices and procedures.
Be able to work independently, learn quickly and establish and maintain effective working relationships with all.
Have excellent customer service skills and can work effectively in a team-based organization.
This position is alternately staffed with Administrative Specialist II. Incumbents must serve a minimum of one year at this level and may advance to the higher level after gaining experience and achieving proficiency that meet the requirements of the Administrative Specialist II.

Excellent Benefits
We also offer an excellent benefits package including:
CalPERS retirement 2.5% at 55 formula. (If new to CalPERS or not from an agency with reciprocity with CalPERS, the formula is 2% at 62 by pension reform law.)
Medical, dental and vision insurance substantially paid for by the District for the employee and family.
Two weeks' vacation per year (increasing with longevity); and 12 paid holidays per year, plus two holidays of the employee's choice.
Short Term Disability, Long Term Disability and Life Insurance paid by the District.
Alternative Work Week Schedule.
Deferred Compensation Plan with Matching Funds.
Educational Reimbursement, Student and Computer Loan programs for non-probationary employees.
The Administrative Specialist I position is covered by the Service Employees International Union, Local 1021 (SEIU), Memorandum of Understanding.

The Details (otherwise known as Important Application Information)

Applicants must apply online at by 12:00 p.m., Wednesday, 7/13/2022. Union Sanitary District is not responsible for the failure of Internet forms in submitting your application.

Candidates who meet minimum qualifications will be invited to an Online Written Exam scheduled for Monday, 7/18/2022 – 7/19/2022.

Highest scoring candidates will be invited to a Virtual Qualifications Appraisal Interview and Work Sample scheduled for Wednesday - Thursday, 7/27 - 28/2022.

In-Person Finalist interviews are scheduled for the week of 8/1/2022.

You will be contacted regarding all phases of this recruitment via email, so please check your inbox for correspondence regarding next steps and results through the exam process. Please ensure that the email address on your application is correct and current before submitting your application. Before appointment to the position, the candidate must pass a criminal background check which includes a finger print scan and background check.

Disaster Service Worker: Employees of Union Sanitary District are, by state and federal law, Disaster Service Workers. In the event of a declaration of emergency, any employee may be assigned activities which promote the protection of public health and safety or the preservation of lives and property either at the District or within the local, or your own community.

Accommodation: Candidates with a disability who may require special assistance in any phase of the application or selection process should advise Human Resources by emailing upon submittal of application.

Union Sanitary District is an equal opportunity employer encouraging workforce diversity.

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