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Valley Water
  • Position Number: 3341254
  • Location: San Jose, CA
  • Position Type: Executive Assistants


Executive Assistant

Valley Water


Salary: $7,817.33 - $10,013.47 Monthly

Job Type: Full-Time

Job Number: 01514-E

Location: CA, CA

Department: Watersheds

Closing: 8/26/2022 11:59 PM Pacific

Description

Office of the Chief Operating Officer - Watersheds (Position Code 0194)
COVID-19 vaccination requirement:
*To protect our most valuable assets, our employees, as well as the communities we serve, Valley Water requires all newly hired Valley Water personnel to be fully vaccinated and boosted (for COVID -19) or to be formally excused from the requirement through the **reasonable accommodation process (for details, see bottom of job posting). New hires will be required to submit their state digital vaccination record.

Valley Water Telework Program: Eligibility for telework will depend on the type of work performed, operational needs, and the ability for the employee to perform the essential functions of their job duties while teleworking. Employment with Valley Water requires employees to live within 150 miles of their primary physical work location located in San Jose, California by their start date.

This position is eligible for a hybrid telework schedule, typically working 40% remote and 60% onsite, once the Chief Operating Officer approves.
Overview:
The Executive Assistant (EA) will play a vital role for the Office of the Chief Operating Officer (COO). This office is responsible for the management and oversight of Valley Water's Watersheds Division.

The Executive Assistant is expected to independently provide the Chief Operating Officer (COO) with administrative office support, including communication, correspondence, research, and organizational work, requiring a high level of accuracy, timeliness, discretion, and confidentiality. The Executive Assistant is expected to exercise independent judgment and obtain the knowledge of the business area and Valley Water wide activities, programs, and projects necessary for relieving executive staff of administrative and routine day-to-day duties. This role is an ambassador for the COO with external agencies, elected officials and members of the community, and Valley Water staff; it requires the Executive Assistant to provide courteous gatekeeping to ensure the best use of the COO's time and ensure the Chief is current with all administrative details, policies, and procedures. This job requires reciprocal backup to the other Executive Assistants/Chiefs.

Key Responsibilities include, but are not limited to:
  • Maintain a calendar of the COO's activities, meetings, and events; schedule and/or coordinate conferences, travel, training, workshops, speaking engagements; schedule meetings and events, coordinate logistics, including room set up, meeting requests, agenda; work with COO's direct reports to ensure coverage, provide additional support, if needed, and assist direct reports in preparing/informing the COO as necessary.
  • Assemble and/or coordinate the preparation of various reports, memoranda, correspondence, and various documentation and presentation material, of a technical or confidential nature; participate in staff meetings, take, and prepare minutes or meeting summaries; review pending agenda items in Seamless, DocuSign, Legistar and BiTrak, assisting the COO in ensuring items are completed in a timely manner.
  • Prepare, organize, track and route high priority documents and files. Review all materials for COO review and approval to ensure completeness, use of accurate forms, proper formatting and compliance with all policies and processes, including routing priority.
  • Maintain detailed organizational chart; design, establish, organize, and maintain various administrative, reference, and digital file systems; and assist other Executive Assistants with coverage as necessary to ensure seamless support of all Chiefs, the ACEO, and the CEO.
  • Respond to emails and phone calls; direct questions and requests to the appropriate staff; and reply to inquiries for information on regulations, procedures, systems, and precedents relating to business area or Valley Water wide. Screen visitors as needed.
Ideal Candidate's Background Includes:
Applicants whose experience and background best match the ideal experience, knowledge, skills, abilities and education are considered ideal candidates for the position. To determine the top candidates, each applicant will be assessed based on the ideal candidate criteria listed below.

Ideal Experience:
  • Three (3) years of administrative support experience providing direct support to an executive level manager.
Ideal Skills and Abilities:
  • Train, organize, assign, and review the work of staff.
  • Maintain confidentiality and be discreet in handling and processing confidential information and data.
  • Perform responsible and difficult administrative work involving the use of independent judgment, discretion, and personal initiative.
  • Understand the organization and operation of Valley Water and assigned business areas as necessary to perform assigned responsibilities.
  • Independently prepare a variety of reports and correspondence.
  • Use common desktop applications and software.
  • Take notes either in meetings or from recordings.
  • Maintain and update a calendar of events.
  • Respond to requests and inquiries from the public, Valley Water staff, government officials, vendors, contractors, media, community leaders and elected officials.
  • Communicate clearly and concisely, both orally and in writing.
  • Establish and maintain effective working relationships with those contacted in the course of work.
Ideal Knowledge:
  • Best practices for office procedures, methods, and equipment.
  • Principles and practices used in minute or note taking and preparation.
  • Principles and procedures of file and record management.
  • Principles of business writing, data collection and report preparation.
  • Valley Water procedures and policies and Board governance policies.
  • Common desktop applications and software.
  • Principles and techniques for providing a high level of customer service by dealing with the public, vendors, contractors, media, community leaders, government officials, elected officials and Valley Water staff.
  • English usage, spelling, grammar, and punctuation.
  • Mathematical principles.
Ideal Training and Education:
Equivalent to the completion of the twelfth grade supplemented by training in administrative support work or a related field.

Required License or Certificate

Possession of, or ability to obtain, an appropriate, valid California driver's license. Individuals who do not meet the driver's license requirement due to a disability will be considered for a reasonable accommodation on a case-by-case basis.

To review the Classification Specification, please click here (Download PDF reader)

Selection Process

(1) The selection process may include one or more of the following: application review, application assessment, performance exercise, written exercise and/or interview.
(2) The Employment Application, Qualifying Information Questions and/or Supplemental Questions will be evaluated based on the ideal candidate criteria listed above. Resumes are highly recommended.

NOTE: Position and start date is subject to availability of funds. Valley Water retains the right to repost this position as deemed necessary.
Consideration may be given to existing applicant pools within the same classification.
COVID-19 vaccination requirement:
Fully vaccinated means (1) it has been at least two weeks since a person has completed the entire recommended series of a COVID-19 vaccine plus their first booster, and (2) the person has provided proof of vaccination in a form consistent with the requirements for verification of vaccine status in the State of California's July 26, 2021, Public Health Officer Order.
**Limited Exemptions to Vaccination Requirement
An individual who has been provided a job offer may request a reasonable accommodation to the vaccination requirement if they:
1. Have a contraindication recognized by the U.S. Centers for Disease Control and Prevention (CDC) or by the vaccine's manufacturer to every approved COVID-19 vaccine. A contraindication means a condition that makes vaccination inadvisable;
2. Have a disability and are requesting an exception as a reasonable accommodation based upon this disability; or,
3. Object to COVID-19 vaccination based on their sincerely held religious belief, practice, or observance.
Valley Water's Equal Opportunity Non-Discrimination Policy is available for review upon request.

Valley Water will make reasonable efforts in the examination process to accommodate persons with disabilities. Please advise Human Resources in advance of any special needs by calling 408-630-2260.

Please be aware that once submitted all application materials become the property of Valley Water and will not be returned. Human Resources staff are not authorized to make copies of application materials for applicants.




To apply, please visit https://www.governmentjobs.com/careers/scvwd/jobs/3679669/executive-assistant










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