Administrative Assistant

Description YOUR OPPORTUNITY TO SHINE!Are you an experienced administrative professional who takes pride in being organized, dependable, resourceful, and one step ahead? Do you thrive in a fast-paced environment, enjoy working with people, and have the confidence to independently manage competing priorities? If so, this may be your opportunity to shine! Ironhouse Sanitary District is seeking an exceptionally qualified Administrative Assistant to join our team. This is a high-level administrative position for someone who brings strong organizational skills, sound judgment, professionalism, and a commitment to excellence. As a key member of our administrative team, you will support District operations, work closely with administrative staff and management, and serve as a welcoming first point of contact for the community. You will also have the opportunity to expand your knowledge of local government by learning and supporting Board of Directors activities under the guidance of the District Secretary. This is a fully on-site position and is not eligible for remote or hybrid work. The position is expected to remain fully on-site for the duration of employment. ABOUT IRONHOUSEEstablished in 1945, Ironhouse Sanitary District has proudly served the communities of Oakley and Bethel Island for more than 80 years. Today, we provide essential wastewater collection, treatment, and water recycling services that protect public health and the environment for more than 47,000 residents and businesses. Our employees take pride in the important work we do and the communities we serve. We value professionalism, teamwork, accountability, and a commitment to providing exceptional public service. We are seeking the most highly qualified candidates who are ready to bring their experience, initiative, and best work to Ironhouse. If you're looking for an opportunity to make a meaningful contribution, demonstrate your abilities, and grow professionally, we encourage you to apply!

FLSA: Non-Exempt

ESSENTIAL FUNCTION

Responsible for performing a wide variety of general administrative support, secretarial, and clerical duties in conformance with established procedures.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from the District Secretary/Office Administrator. Exercises no supervision of staff.

CLASS CHARACTERISTICS

This position is an experienced administrative role requiring independent work under general direction. The position requires the ability to understand priorities, exercise sound judgment, manage assigned responsibilities, and complete tasks with limited day-to-day supervision. The work involves extensive public contact; frequent use of tact, discretion, and independent judgment; knowledge of District activities; and the ability to independently conduct projects. Examples of Duties Management reserves the right to add, modify, change or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

Examples of General Responsibilities:

Duties may include, but are not limited to, the following:

• Performs a wide variety of complex and responsible administrative duties to support District operations, management, and the Administrative Team, including filing, preparing records and reports, maintaining administrative information, and coordinating assigned administrative activities.
• Serves as a primary point of contact at the District's front desk; greets and assists visitors and members of the public; answers and routes incoming telephone calls; provides information to the public by phone or in person; responds to public and staff inquiries and complaints; refers individuals to the appropriate department or staff member; and coordinates or resolves problems of a moderate nature when appropriate.
• Monitors, organizes, distributes, and responds to correspondence received through the District’s main inbox using sound judgment; independently responds to routine matters and routes technical, policy, or specialized matters to appropriate staff.
• Manages and coordinates calendars and scheduling for assigned District management and administrative functions, including scheduling and confirming meetings and appointments, coordinating participants, identifying and resolving scheduling conflicts, reserving meeting locations, communicating schedule changes, and ensuring necessary meeting information and materials are available.
• Assists the Administrative Team in preparing, filing, maintaining, distributing and purging records according to District policies and procedures. Creates codes, catalogs, identifies, archives, maintains, relocates, and disposes of records and related information in accordance with established District records-management policies and procedures.
• Uses the District's records-management system to enter, maintain, retrieve, organize, and update records and information in accordance with established procedures.
• Creates, edits, formats, and/or proofs a variety of administrative documents including reports, memoranda, letters, meeting minutes, spreadsheets, and databases following standard District formats and established procedures.
• Operates a variety of office equipment and systems, including computers, multi-line phone systems, mobile phones, radios, postage meters, printers, photocopiers, and other office equipment.
• Receives and distributes incoming and outgoing mail and correspondence, including transporting mail to the post office, and monitoring the PO box.
• Maintains Boardroom and Conference Room calendars and coordinates the scheduling of activities, meetings, and events
• Maintains and replenishes daily office, copy room, kitchen, beverage, and other common-use supplies; routinely checks inventory and ensures supplies are adequately stocked. Communicates supply needs to the appropriate staff and follows up to ensure adequate supplies are consistently available.
• Prepares, processes, and reviews administrative reports as needed, ensuring information is accurate, complete, and submitted within established deadlines.
• Coordinates food and beverage needs for meetings and events, including implementing approved arrangements, picking up and setting up food and beverages, maintaining an orderly presentation area, and cleaning up following the event.
• Coordinates and processes all parking/fishing/hiking passes and liability forms; interact with the public; distribute and explain application forms and established requirements; maintains records of all forms submitted to the District.
• Provides administrative and logistical support to the Public Communications Specialist at community events, with occasional weekend assignments as needed.
• Performs other duties as assigned.

Provide Support to District Secretary

• Serves as backup to the District Secretary and provides coverage for the District Secretary during Board of Directors meetings when the District Secretary is unavailable, including attending meetings, recording proceedings, and preparing accurate meeting minutes in accordance with established procedures.
• Assists the District Secretary in preparing, copying, and distributing meeting agendas, informational packets, and related materials, and in setting up meeting rooms.
• Coordinates administrative and logistical arrangements for Board of Directors meetings, workshops, conferences, training sessions, and other activities as assigned.
• Reviews Board of Directors’ timecards and related documentation for completeness and accuracy and verifies that compensation requested is consistent with established Board policies; follows up on discrepancies or missing information; maintains related tracking records; and submits completed documentation to Finance for payroll processing and payment.

Typical Qualifications

KNOWLEDGE:

• Modern office administrative and secretarial practices and procedures, including the use of standard office equipment.
• Business letter writing and standard formats for reports and correspondence.
• Principles and practices of data collection, information management, and report preparation.
• Organization and function of public sector organizations, boards, and commissions.
• District policies, procedures, rules, and applicable requirements relevant to assigned administrative responsibilities.
• Computer applications related to the work, including word processing, database, and spreadsheet applications.
• Business mathematics and basic statistical techniques.
• Record keeping principles and procedures.
• English usage, grammar, spelling, vocabulary, and punctuation.
• Principles and practices of providing high-level administrative support in a public agency environment.
• Techniques for handling sensitive and confidential information and interacting effectively with elected officials, management, staff, outside agencies, and members of the public.

SKILLS:

• Learn, understand, and carry out oral and written directions.
• Provide clear and effective verbal and written information to a wide variety of people and officials.
• Compose a variety of correspondence, reports, and memoranda from general instructions or written procedures.
• Proofread and review documents for accuracy, completeness, grammar, spelling, punctuation, formatting, and adherence to established District standards.
• Understand and apply District policies, procedures, and rules within the scope of assigned administrative responsibilities.
• Organize information and data and prepare documents using established formats and standards.
• Work independently and solve problems within established procedures.
• Analyze situations quickly and objectively and determine an appropriate course of action within the scope assigned responsibilities.
• Work cooperatively with other departments, outside agencies, and the public.
• Exercise diplomacy and tact in contacts with the public.
• Effectively communicate and interact with the public, District staff, officials, and outside agencies in person, by telephone, and through written and electronic correspondence, using professionalism, tact, and courtesy.
• Operate a District vehicle in the course of assigned duties, when required.
• Organize, prioritize, and independently manage multiple assignments and tasks in a fast-paced environment; effectively adjust to changing priorities, frequent interruptions, and competing demands while maintaining front-desk responsibilities and meeting established deadlines.
• Organizing own work, coordinating projects, working safely, setting priorities, meeting critical deadlines, and following up on assignments with a minimum of direction.
• Proficiently use Microsoft Outlook, Teams, Word, Excel, PowerPoint, Adobe Acrobat, ERP and other software applications necessary to perform assigned duties.
• Demonstrate attention to detail and accuracy in preparing, reviewing, processing, and maintaining documents, records, and information.
• Exercise sound independent judgment within established policies and procedures and recognize situations requiring referral to management or technical staff.
• Maintain confidentiality and exercise discretion when handling sensitive District, Board, personnel, and administrative information.

DESIRABLE QUALIFICATION:

• Spanish-language proficiency is highly desirable
• Experience in a special district, local government, utility, public works, or wastewater agency.

EDUCATION AND EXPERIENCE:

Any combination of training and experience which would provide the required knowledge, skills and abilities is qualifying. A typical way to obtain the required qualifications would be:

Education: High School Diploma or equivalent. Successful completion of college-level coursework in office administration, business administration, public administration, or a closely related field, or an Associate degree in one of these fields, is highly desirable.

Experience: Minimum of two years of experience in administrative support, computer software applications including Microsoft Office 360 Suite, Teams, Excel, Adobe, PowerPoint and public contact duties.

REQUIRED LICENSES:

A valid California State Class C Drivers' License must be maintained at all times. Continued maintenance of valid driver's license in compliance with established District vehicle operations standards, and the ability to be insured for the operation of a vehicle/District vehicle in accordance with the terms and conditions of the District's insurance program are conditions of continued employment.

PHYSICAL/SENSORY DEMANDS AND WORKING CONDITIONS:

• Work in an office environment with controlled lighting, ventilation, and moderate noise level.
• Frequent sitting for prolonged periods while using a computer; intermittently twisting and reaching to operate other equipment.
• Regularly transport, lift, and safely handle objects weighing up to twenty-five (25) pounds.
• Regularly stand for sustained periods of time while intermittently twisting and/or reaching.
• Occasionally, ascend and descend a 2-step or 4-step ladder to access or place files, paperwork, binders or boxes and related items on and off upper shelves.
• Periodic kneeling, bending and/or stooping to retrieve or place documents, files and/or boxes on and off lower shelves, drawers or ground level.
• Vision to read printed materials and a computer screen.
• Ability to clearly communicate in person and over the telephone.
• The position will be required to work occasional evening hours and weekends to attend Board of Directors meetings, special meetings, or District events.
• This is an on-site position and is not eligible for remote work. The position is scheduled during the District’s regular business hours and is expected to provide front desk coverage during hours when the District is open.

Other Necessary Requirements

OTHER REQUIREMENTS:

All District employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the District requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned and to return to work as ordered in the event of an emergency.

EQUAL EMPLOYMENT OPPORTUNITYIronhouse Sanitary District is an Equal Opportunity Employer. The District is committed to providing equal employment opportunities to all qualified applicants and employees without discrimination based on any characteristic protected by applicable federal, state, or local law. The District provides reasonable accommodations to qualified individuals with disabilities throughout the recruitment and selection process. Applicants requiring an accommodation may contact the District for assistance.

DATERECRUITMENT MILESTONE

October 30, 2026Application Deadline or upon receipt of 150 applications November 4–6, 2026Candidate Notification & Interview Scheduling November 9, 2026First Interviews November 12, 2026Potential Second Interviews – In Person or via Zoom By November 13, 2026Conditional Offer November 13–24, 2026Pre-Employment Process November 30, 2026Start Date

Benefits

The Ironhouse Sanitary District offers a generous benefit package to employees. The benefits include:

Medical Insurance:

Full-time employees are eligible for medical and hospital benefit coverage through the California Public Employees Retirement System (“CalPERS”). The District pays up to 90% of the Kaiser Family rate for medical coverage. Coverage begins on the first of the month following receipt of enrollment form.

Vision and Dental Insurance:

Full-time employees, their eligible spouse/registered domestic partner, and/or dependent children, are eligible for vision and dental insurance. The District pays the cost of dental insurance 100%. Coverage begins on the first of the month following 60 days of service. Short /Long Term Disability InsuranceFull-time employees are eligible for both short- and long-term disability insurance through Reliance Standard. The District pays the cost of Short Term and Long Term Disability insurance 100%. Coverage begins on the first of the month following 60 days of service. Life Insurance:Group Life Insurance is provided to full-time eligible employees. Coverage is equal to 1 times your basic annual compensation. The District pays the cost of life insurance 100%. Coverage begins on the first of the month after 60 days of service.

Retirement:

Full-time employees are eligible to participate in the CalPERS Retirement System. The retirement formula for Classic members (membership established before January 1, 2013) is 2.7% @ 55. Classic members contribute 1% of their salary to CalPERS. For PEPRA members (new members to CalPERS) the retirement formula is 2% @ 62.PEPRA members contribute 8% of their salary to CalPERS.

Leaves:

The District offers liberal vacation and sick leave benefits as well as paid holidays and floating holidays.

Deferred Compensation:

The District does not participate in the Social Security System except for a mandatory Medicare contribution. Instead, the District offers a 401(a) retirement plan with up to a 6.2% employer match (employee contribution required). The District also offers employees an optional Deferred Compensation 457 plan. Flexible Spending and Dependent Care Accounts: Employees may contribute to a Flexible Spending Account (FSA) or a Dependent Care Spending Plan (DCSP) on a pre-tax basis to assist with the cost of eligible expenses.

Other Benefits:

Other benefits enjoyed by District employees include overtime, an employee assistance program through Concern Employee Assistance Program, a tuition reimbursement plan, retiree benefits, and credit union privileges through the 1st Northern California Credit Union.