Operations & Maintenance Assistant (Clerical, Part-Time) in San Marcos, California at Vallecitos Water District

Applications will be accepted until May 31, 2026, or until we receive 40 applications, whichever happens first.

This position will be paid $27.00 per hour. The work schedule is approximately 20 hours per week, Monday - Thursday, not to exceed an average of 29 hours per week or 999 hours in a fiscal year. All Vallecitos Water District employees are at-will. This position is not eligible for insurance benefits; retirement benefits; or vacation leave. All employees receive sick leave hours under terms required by California law. Further benefits are documented on the Benefits tab.

• Prepares a variety of documents for O&M departments, such as correspondence, standard forms, technical documentation, presentations, charts, and reports using common office software; gathers and compiles necessary information from written, recorded, or printed sources and/or oral instructions; reviews prepared materials for accuracy, completion, grammar, spelling, and punctuation;
• Provides routine administrative & clerical assistance to O&M staff and departments; performs O&M filing; performs general records management duties including creating and maintaining files, central filing, archives, etc. in accordance with District’s records management and retention policy; operates scanner and computer for electronic document storage and retrieval;
• Tracks, maintains, and follows District procedures for new O&M contracts; explains routine procedures and processes; takes meeting minutes as needed; schedules, sets up, and cleans up for meetings;
• Communicates with vendors, contractors, and external agencies regarding various issues; tracks and records a variety of information from outside vendors, including but not limited to, paper records, vendor information, notices, and invoices; utilizes external software systems and platforms to support compliance and operational needs;
• Maintains and stocks supply area and orders supplies as needed; collects and distributes a variety of paperwork, materials, and supplies; picks up a variety of materials from outside vendors;
• Uses, monitors, and reconciles the O&M credit cards for department purchases; enters purchase requisitions for non-project-related purchases;
• Arranges travel, including registration, hotel stay and transportation arrangements for Operations & Maintenance employees;
• Assists with administrative, clerical, or other routine functions during Emergency Operations (EOC) activations, during regularly scheduled hours;
• Operates copiers and a variety of office equipment;
• Performs duties in a professional manner and works well with others or in a team setting;
• Establishes and maintains cooperative working relationships with co-workers, outside agencies, vendors, contractors, and the public;
• Regular attendance and adherence to prescribed work schedule to conduct job responsibilities;
• Observes safe work practices and safety methods; performs other duties as assigned.

• Ability to problem solve and think critically through common administrative issues;
• Work productively and efficiently without direct oversight;
• Organized, reliable, and able to manage time effectively;
• Proficient with Microsoft 365, Adobe Acrobat, and Docusign.

• Contemporary office methods and procedures; a variety of office software programs, such as Microsoft 365, Adobe Acrobat, and Docusign;
• Operation of a variety of office equipment including computers, copiers, and scanners,;
• Problem-solving techniques and critical thinking to support office operations; time management and prioritization strategies;
• Electronic and paper-based filing systems; business correspondence formatting and standards; basic invoice processing; calendar management;
• Purpose and tasks of various operations & maintenance functions for a public agency.

• Communicate clearly and concisely, both orally and in writing; use correct English grammar, punctuation, and spelling;
• Maintain orderly records; prioritize and perform routine clerical work accurately;
• Establish and maintain effective working relationships with management, staff, and others contacted in the course of the work;
• Apply rules, regulations, procedures, and policies; monitor and prioritize work; evaluate day-to-day needs and apply sound judgment to complete tasks efficiently;
• Operate a desktop computer and standard office software;
• Observe safe work methods and safety precautions related to the work.

• Possession of, or ability to obtain, a California Class C driver’s license, and satisfactory driving record.