Administrative Assistant
Chino Basin Water Conservation District - Montclair, CA

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THE POSITION: Chino Basin Water Conservation District is seeking qualified candidates for the position of Administrative Assistant. This position answers directly to the General Manager and is responsible for general support to District management, staff, Board of Directors and public meetings while adhering to all Brown Act requirements; payroll and employee benefits; all accounting, record keeping, financial reports including year-end procedures and related regulatory/GASB requirements; computer support activities; meeting all required deadlines for regulatory, financial and staff related activities; and oversees the activities of the Office Assistant. This position will require the ability to work weekends.

This position must remain current on accounting practices, payroll, employee benefits and other financial rule changes as this position is responsible for all accounting and record keeping;

Primary Duties/Responsibilities (partial list):
  • Prepares budgets, month end financial reports, end of year financial reports, detail analysis and reports for fiscal year-end audit; prepares payroll; tracks all employee related benefits; gathers, summarizes and prepares data for key financial reports, budgets, forecasts, etc.
  • Coordinates, schedules and handles all details for travel, conferences, events and other meetings
  • Maintains and updates phone systems and all office equipment, places service calls and monitors service agreements
  • Prepares meeting agendas, minutes, notifications and follow up items
  • Conducts research; assemble, analyzes and compiles data to prepare reports and documents
  • Maintains/updates office employee records
  • Maintains all asset records
  • Coordinates front desk coverage and provides backup assistance when Office Assistant is out
  • Produces board of director meeting packets in a timely manner
  • Monitors, responds to and distributes incoming communications
  • Performs special projects; researches and assembles information from multiple sources for inclusion in reports and other work products
  • Organizes and maintains files in compliance with applicable Governmental laws and regulations
  • Performs other duties as required

Required Education and/or Experience
  • Expertise/proficiency in QuickBooks Pro (version 2010 or higher) required.
  • Minimum High School Diploma or GED is required. A Bachelor’s Degree from an accredited college or University, or a certificate in accounting is desirable but not required.
  • Minimum of 5 years of progressive administrative experience directly related to the primary duties and essential functions specified, preferably with a public agency
  • Experience in governmental accounting regulations and Brown Act requirements desired but not required

Required Skills and Abilities :
  • Strong interpersonal, collaborative, organizational, time management and problem solving skills
  • Basic math skills
  • Exceptional detailed-oriented with superb organizational skills
  • Ability to handle multiple tasks and responsibilities with minimal supervision
  • Strong computer skills using Microsoft Office 2007, Word, Excel, PowerPoint & Outlook software.
  • Ability to operate standard office equipment (copier, fax, printers, computers)
  • Strong customer service skills.
  • Must be able to maintain confidentiality.
  • Ability to communicate effectively, both orally and In written form, with proper English usage
  • Ability to gather data, compile information and prepare reports
  • Ability to perform quality work within deadlines with or without direct supervision
  • Ability to interact professionally with other employees, customers, the public, vendors
  • Ability to retrieve financial data in QuickBooks Pro to prepare reports

Required Technologies
  • Proficient in Microsoft Office 2007 (Word, Excel, PowerPoint, Outlook)
  • Proficient in QuickBooks Pro (Version 2010 or higher)

Mental Demands:
  • Ability to work with accuracy and consistency
  • Ability to work independently and meet deadlines
  • Ability to work collaboratively with a team, as well as an independent contributor
  • Self-starter with a positive attitude
  • Must have expertise in QuickBooks Pro (Version 2010 or higher) and have good basic mathematical skills
  • Must remember numerous projects and activities occurring simultaneously for purposes of carrying out assignments related to the various activities of the District.

Physical Demands :
  • Requires repetitive motions and sitting at a computer keyboard
  • Hearing and speaking on the telephone
  • Able to lift, bend, grasp, reach, lift up to 50 lbs occasionally

Visual Demands:
  • Reading, writing, and computer monitor

Work Schedule:
  • The standard work schedule is from 8:00 a.m. to 5:00 p.m., five days each week.
  • The District is in the final phase of a major Facilities Improvement Project. Once completed, this position will require weekend work.

Who May Apply: This full-time position is open to all qualified applicants. Those not meeting the required education and/or experience, or necessary requirements will not be considered.

Supplemental information:
  • Some limited local driving is involved.

NECESSARY REQUIREMENTS: District uses E-Verify which requires acceptable forms of identification as proof of citizenship. Successful candidate must be fingerprinted at the candidate’s expense and cleared by the Department of Justice prior to beginning employment. No person shall be employed if they have been convicted of any sex offense, controlled substance offense or any violent or serious felony. Must possess as valid Social Security Card, California Drivers License and have a motor vehicle record free from multiple or serious traffic violations for at least two years along with proof of current vehicle insurance coverage. Successful candidate must pass a physical exam including a screening for the use of illegal substances to meet the District’s zero tolerance policy.

FILING DEADLINE Submit a completed District application (available online at, cover letter and resume to: Chino Basin Water Conservation District, Attn: Eunice Ulloa, General Manager, 4594 San Bernardino Street, Montclair, CA 91763. All required application materials must be received by 5:00 p.m., Thursday, February 14, 2013 and only the first 100 application packages will be accepted. Application packages not containing all three required documents will not be accepted.

ABOUT CBWCD: The Chino Basin Water Conservation District was formed in 1949 as a public agency whose goal is the protection of the Chino Groundwater Basin in order to guarantee that current and future water needs will be met. The Basin is protected by the capture and percolation of waters through the District’s network of channels, basins and spreading grounds. Water conservation education is provided to the individuals and organizations within the service area to further promote the efficient use of our water resources.