SENIOR ADMINISTRATIVE CLERK

job description

The Water Operations - Aqueduct Division intends to fill four (4) Senior Administrative Clerk positions.

The duties of the positions include, but are not limited to, the following:
Owens Valley Real Estate Group - 2 Positions
Provide general clerical support for the Owens Valley Real Estate Group; prepare and process correspondence, encroachment requests, licenses, deeds, board letters, resolutions, permits, agreements, and internal memos; review, prepare, and process requisitions, sub-purchase orders, invoices, and leases; prepare journal vouchers and various accounting documents; perform account receivable and tenant billing functions; resolve payment issues; collect information, files, updates, and maintains documents and databases; input Real Estate files/documents and pertinent data in appropriate databases; support Real Estate transactions and contract-related meetings; provide assistance to the public and Los Angeles Department of Water & Power employees at the public counter, including requests for encroachment, viewing documents, and miscellaneous real estate related documents and information; review and prepare Real Estate files for Records Retention and maintain working files; assemble materials for mailing or shipping; pick up and distribute mail and documents at the work location and at outlying City and Department locations; prepare monthly and annual reports; cross training and back up relief may be required within Aqueduct, based on operating needs; and perform other related duties.

Northern District Engineering - Aqueduct Manager - 1 Position
Provide clerical support to Aqueduct Managers, Construction and Maintenance Safety Supervisor, and other supervisors; schedule and monitor Aqueduct safety training activities and prepare reports for supervisors to ensure compliance; may coordinate and process DMV licensing and renewals; coordinate Worker’s Compensation forms and other documents as necessary; ensure Cal/OSHA documents and files are current; may assist with Department of Transportation files for Aqueduct personnel and vehicles; coordinate Med-Van schedules and services; oversee vanpool operations, including payment collection/processing and reporting; set-up and schedule meeting arrangements on and off-site; set-up video and telephone conferencing; type and proofread draft and final Board packages, letters, reports, memorandums, and other documents for accuracy; responsible for the effective and timely flow of documents to ensure deadlines and standards are met; maintain the Northern District central files containing sensitive, confidential, historical, and legal documents; make travel arrangements through Extensity; prepare and process personal expense statements, purchase card reports, and Voucher Control Forms for payment and/or reimbursements; receive and screen telephone calls and answer inquiries from the public, outside agencies, Department employees, and City Officials; participate in, support, and coordinate productive interfacing with various groups within Aqueduct to ensure compliance with established clerical and secretarial manual guidelines; operate a motor vehicle; may serve as backup to Aqueduct Utility Executive Secretary; and perform other related administrative and clerical support duties as required. May be assigned other work within the section for cross-training purposes and to meet operating needs.

This position is highly responsible to maintain strict confidentiality and exercise appropriate independent judgment and discretion in the performance of duties. Occasional overtime may be required.
Watershed Resources Group - 1 Position

Provide clerical support for a large staff of professional scientists; operate a personal computer to prepare and type letters, memoranda, reports, Board packages, permits, and ranch lease agreements; gather data and help prepare information and documentation related to environmental impact reports; utilize Excel and Access for data entry, data entry verification, and report generation and editing; work with Accounts Payable, outside agencies, contractors, and other work groups to procure proper payments to agencies as required by agreements, court orders or contracts; organize and file both paper and electronic correspondence, memos, reports and other documents; process and log outgoing mail; take and route messages; distribute incoming mail; move files, folders, and boxes to storage areas; order and maintain stationary supplies; operate various office machines and equipment; operate a motor vehicle in the performance of duties; may relieve other clerical positions in the Aqueduct Section; and perform related duties.

Skills, Knowledge, and Ability:

• Ability to work independently with minimal supervision and communicate tactfully and effectively with the public, LADWP personnel, and other agencies.
• Ability to operate personal computer using software such as Word, Access, Excel, and Outlook, and other LADWP applications.
• Ability to organize and prioritize work, meet deadlines, and use good judgement in problem solving.
• Ability to understand and carry out written and oral instructions with minimal supervision.
• Knowledge of general office procedures, good secretarial practices, and Department secretarial and clerical procedures including proper grammar, spelling, punctuation, and work usage.
• Knowledge of filing systems, indexing, and record keeping.

Minimum Requirements:

A minimum of one (1) year of full-time paid office clerical experience.
Due consideration will be given to relevant work experience, education, and attendance record. The positions of Senior Administrative Clerk in the Water Operations Division require a valid Class C driver's license issued by the California Department of Motor Vehicles. Candidates will not be eligible for appointment to these positions if their DMV record within the last 36 months reflects three or more moving violations and/or at-fault accidents, or a conviction of a major moving violation (such as DUI).
Each candidate must submit a resume that clearly demonstrates the candidate’s experience and qualifications for the duties outlined above. A pre-screening process may be used. The most qualified candidates will be selected for interview and/or performance exam.
Eligible candidates must currently be on a regular appointment to “Senior Administrative Clerk” (1368)
Please note that the LADWP Retirement Plan has changed. Prior to interviewing or accepting the job offer, we recommend you the information available on Tier 2 retirement at https://retirement.ladwp.com/at2retire.html

How to apply

Please email a copy of your resume to WOAPersonnel@ladwp.com for review by LADWP Water Operations Staff.
The subject line must include “City Transfer Opportunity: Senior Administrative Clerk”. The body of the email must have your full name, email address, and contact number, along with the resume.
Applications will be accepted until a sufficient number is received or by 4:00 p.m.
MONDAY, MARCH 3, 2025 , whichever is sooner.

Transfer

These positions are only available for City employees. Please do not respond if you do not currently work for the City of Los Angeles.

Closing Date/Time: 3/3/25

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• City of Los Angeles

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