Temporary Administrative Assistant

Temporary Operations Administrative AssistantThe District is seeking a Temporary Operations Administrative Assistant to provide administrative and project support to the Operations Division. This position will perform a variety of administrative, document preparation, data gathering, filing, and coordination activities in support of departmental operations, regulatory requirements, purchasing, capital projects, and other special assignments. The ideal candidate will be organized, detail-oriented, comfortable working with a variety of documents and information, and able to communicate professionally with District staff, consultants, regulatory agencies, and partner organizations.Essential FunctionsDuties may include, but are not limited to:Assist with preparation and completion of Emergency Action Plans, including contacting outside agencies to verify contact information and documenting outreach.Prepare and submit documentation related to vehicle exemptions under applicable Clean Fleets regulations.Assist with preparation of Board agenda items and supporting documentation.Assist with preparation and organization of documents for public bidding and procurement activities.Gather and provide information in response to requests from engineering consultants working on District projects.Assist with gathering, organizing, and preparing information for regulatory reports and submittals.Prepare and format standardized forms and supporting documents for Standard Operating Procedures.Assist with preparation and processing of purchase orders and related purchasing documentation.Draft and prepare correspondence to regulatory agencies, partner agencies, contractors, consultants, and other organizations.Assist with applying for and documenting blanket encroachment permits.Organize, file, and maintain electronic records and documentation.Perform other administrative and project support duties as assigned.Education & Experience RequirementsRequires high school diploma or equivalent. Requires a valid, current drivers' license, acceptable by the State of California, with a driving record which enables insurability.Proficiency RequirementsProficiency with Microsoft Office, including Outlook, Word, and Excel.Strong document preparation and formatting skills, including Board agendas and materials, reports, procedures, correspondence, and other official documents.Exceptional attention to detail and accuracy, particularly when working with regulatory submissions, procurement documents, contracts, projects, emergency plans, and Board materials.Strong organizational and administrative skills, including tracking outstanding requests, managing documentation, monitoring deadlines, and ensuring materials are complete and submitted timely.Excellent written and verbal communication skills, with the ability to communicate professionally by phone, email, and in person.Ability to communicate effectively with individuals at all levels of an organization.Exceptional customer service skills, with a professional, responsive, and helpful approach.Ability to exercise discretion and maintain confidentiality when handling sensitive organizational, contractual, regulatory, and Board-related information.