An immediate position is available at East Bay Municipal Utility District’s (EBMUD) Construction Division based in West Oakland at the Adeline Maintenance Administrative Building.
Under the general direction of the Engineering Manager of the Construction Division, the Administrative Assistant will be responsible for overseeing administrative duties, contracts, budgetary and office management functions.
This individual will work independently and must possess effective judgment, analytical, and decision-making skills as well as be very detail orientated.
Typical duties include:
Responsible for reviewing contractor and consultant payment requests.
Responsibilities
including using the District’s financial system (Elsie) to confirm payment and track overall budgets.
Review contractor reimbursable invoices and payments for plant inspection and district engineering inspection.
Perform routine audits of district contracts for compliance with contract terms.
Perform routine checks of overtime usage across the division.
Review construction contracts for proper insurance and required documentation and route for signature. Work with other departments to coordinate and review documents required to initiate a contract.
Review contract payment progress and coordinate with department PMA to make sure adequate budget remains for construction contracts.
Respond to public information requests.
Work with records management to file contracts for file.
Responsible for schedules, leave management, work assignments, safety/informational training, performance appraisals and training scheduling and coordination.
Preparing, analyzing, monitoring, and forecasting of the Construction Division budgets.
Review regular checks of division budgets versus actual spent and work with the Department PMA to make adjustments as needed.
Preparing, coordinating and tracking contracts, purchase orders and disbursement authorizations. Ensuring compliance with terms, timelines, and renewals.
Preparing and processing budget documents including BA-1’s, BA-4’s, PA’s and PA revisions.
Apply for this job in 1 click
Skip the repetitive application forms
Install the Base Career Chrome Extension and autofill job applications across major job boards with your profile.
Trusted by over 500,000 job seekers on Base Career
Compiling and tracking monthly KPI data for the Construction Division.
Proof-reading, formatting and finalizing of GM-1and BD-1, memos, letters, contract and budget documents. Maintains confidentiality for personnel and other sensitive documents.
Verifying completeness and ensuring adherence to prescribed timelines for Board documents.
Organizing and tracking compliance with performance management material (plans and appraisals) requirements and timelines.
Developing and maintaining Division Administrative procedures. Ensure consistency across Division.
Attending and participating in meetings as necessary.
Leading recruitment and hiring efforts for clerical staff.
Identifying and overseeing purchasing of supplies and equipment for the construction division.
Recruiting and maintaining an active list of caterers and monitor their performance.
Identifying issues and submitting work orders for facility repairs. Following through to completion.
Generating reports for contractor payments and contractor performance.
Submitting invoices to Distribution Engineering staff for approval and forwarding to MCE. Sending approved invoices to accounting with proper FIS coding.
Organizing and maintaining file indexes and archived records for a wide variety of documents in various media. This includes using DOCS and WIKI to archive and organize documents and information.
Overseeing knowledge retention activities including digitization of documents and drawings; uploading documents to DOCS and adding and organizing content on the Pardee Section Wiki.
Managing archive storage facility and serving as key contact for EBMUD’s Records Management staff.
Taking initiative to increase efficiencies and make improvements to work flow processes when possible.
Completing other assignments as assigned by Supervisor.
Preparation or oversight of the preparation of travel authorization request and review of expense reports for travel for training, inspection, or conferences.
Organize facility improvement as needed such as cubical and office reconfiguration as needed for staffing. The most competitive candidates for the position will possess the following characteristics:
Well versed in EBMUD administrative practices and protocols regarding budget analysis and preparation of GM and Board documents.
Must have the ability to prepare, analyze, coordinate and track a variety of documents including service contracts, budget, accounts payable and purchasing documents
Ability to directly supervise clerical staff including scheduling, timesheet approvals, performance appraisals and recruitment.
Ability to plan, organize and coordinate a variety of events and including coordinating with various EBMUD workgroups and outside entities. The salary range is $10,000 per month increasing to $10,500, $11,025, $11,576 after 6, 18, 30, months respectively. EBMUD is an Equal Opportunity Employer. All qualified candidates will receive consideration for employment without regard to race, color, religious creed, sex, gender, gender identity, gender expression, marital or registered domestic partnership status, age for individuals over forty years of age, national origin, ancestry, disability (mental or physical, including AIDS and HIV), medical condition (cancer and genetic characteristics), genetic information, sexual orientation, military and veterans status, family or medical leave status, pregnancy, pregnancy disability leave status, or any other status protected by federal, state and/or local laws.
Position Duties
A high school diploma or its equivalent, AND 2. Two years of experience comparable to EBMUD’s Executive Secretary classification; OR 3. Three years of experience comparable to EBMUD’s Administrative Secretary II or Administrative Clerk III classification Other Requirements: Must possess the physical characteristics to perform the critical and important duties of the job, including visual acuity sufficient to read both handwritten and typewritten text of various sizes on computers and on hard copy; hearing sufficient to carry on conversations both in-person and over the telephone; and the physical condition necessary for sitting for prolonged periods of time. Must be willing to work overtime as needed to process payments on time. Must possess a valid California driver’s license and have a satisfactory driving record. Equivalent combinations of education and experience may be considered. To be considered under the "equivalent combination of education and experience" provision, it is your responsibility to include in your application materials written evidence of employment performed at the level of the typical duties of this position and/or coursework in subject areas directly related to this position. For more information, see our FAQ page at http://www.ebmud.com/jobs/job-resources/job-faqs-frequently-asked-questions/.
Minimum Qualifications
Submit a completed EBMUD application and the required supplemental question responses online at www.ebmud.com by 4:30 p.m.
Friday, September 18, 2026.
Only application materials submitted online during the filing period will be accepted. 2.
Candidates must achieve a passing score on each test part in order to advance to the next step in the selection process. 3.
All qualified applications and supplemental responses will be competitively evaluated, with only those candidates demonstrating the strongest qualifications for the position advancing in the selection process. 4.
Successful candidates will be placed on the hiring list, based on rank, for further consideration to fill the current regular vacancy, as well as others occurring over the next 12 to 24 months. 5.
The probation period for this position is 6 months.
For those holding civil service status the probation period is 6 months. 6.
All employment offers are conditional, pending the results of a Live Scan background screening.
All selected finalists must participate in the Live Scan background screening process to remain in consideration for EBMUD employment.
Other Qualifications
As the first step in the selection process, responses to the supplemental questions must be submitted online with the regular application.
The purpose of this supplement is to obtain sufficient information to determine which candidates possess the best job related qualifications for this classification.
Those candidates will be invited to the next step in the selection process.
Due to the competitive nature of the review, it is very important to fill out this supplement completely and accurately.
Incomplete applications and supplements will not be considered by the review panel.
It is your responsibility to describe your work experience, including specific details of assignments you have personally performed, which are relevant to the position.
Should you respond with comments such as "see application" or "see résumé" instead of addressing the questions directly, your application may not be considered.
While we understand that applicants may use various tools to support the preparation of their materials, responses that appear to be primarily generated by AI tools, without meaningful personalization or demonstration of the applicant’s own qualifications, may result in disqualification from the selection process.
Benefits
Our excellent benefits package includes: Eligibility for annual merit-based bonus pay program; 12 days paid vacation; 16 holidays; 13 days paid sick leave; Family health insurance (choice of Kaiser fully paid or Sutter Health Plus or Anthem Blue Cross 85% paid); Fully paid family dental and vision care plans; life insurance; long-term disability insurance; EBMUD Retirement Plan (reciprocal with CalPERS); $1,000/yr. contributed to flexible spending account or cash; $145/mo. public transit subsidy; 401(k), 401(a) and 457(b) tax-deferred retirement plans; Roth 401(k); $3,500/yr. tuition reimbursement; And opportunities for professional growth including training and career development.
Eligibility for annual merit-based bonus pay program; 12 days paid vacation; 16 holidays; 13 days paid sick leave; Family health insurance (choice of Kaiser fully paid or Sutter Health Plus or Anthem Blue Cross 85% paid); Fully paid family dental and vision care plans; life insurance; long-term disability insurance; EBMUD Retirement Plan (reciprocal with CalPERS); $1,000/yr. contributed to flexible spending account or cash; $145/mo. public transit subsidy; 401(k), 401(a) and 457(b) tax-deferred retirement plans; Roth 401(k); $3,500/yr. tuition reimbursement; And opportunities for professional growth including training and career development.
12 days paid vacation; 16 holidays; 13 days paid sick leave; Family health insurance (choice of Kaiser fully paid or Sutter Health Plus or Anthem Blue Cross 85% paid); Fully paid family dental and vision care plans; life insurance; long-term disability insurance; EBMUD Retirement Plan (reciprocal with CalPERS); $1,000/yr. contributed to flexible spending account or cash; $145/mo. public transit subsidy; 401(k), 401(a) and 457(b) tax-deferred retirement plans; Roth 401(k); $3,500/yr. tuition reimbursement; And opportunities for professional growth including training and career development.
Family health insurance (choice of Kaiser fully paid or Sutter Health Plus or Anthem Blue Cross 85% paid); Fully paid family dental and vision care plans; life insurance; long-term disability insurance; EBMUD Retirement Plan (reciprocal with CalPERS); $1,000/yr. contributed to flexible spending account or cash; $145/mo. public transit subsidy; 401(k), 401(a) and 457(b) tax-deferred retirement plans; Roth 401(k); $3,500/yr. tuition reimbursement; And opportunities for professional growth including training and career development.
Fully paid family dental and vision care plans; life insurance; long-term disability insurance; EBMUD Retirement Plan (reciprocal with CalPERS); $1,000/yr. contributed to flexible spending account or cash; $145/mo. public transit subsidy; 401(k), 401(a) and 457(b) tax-deferred retirement plans; Roth 401(k); $3,500/yr. tuition reimbursement; And opportunities for professional growth including training and career development.
EBMUD Retirement Plan (reciprocal with CalPERS); $1,000/yr. contributed to flexible spending account or cash; $145/mo. public transit subsidy; 401(k), 401(a) and 457(b) tax-deferred retirement plans; Roth 401(k); $3,500/yr. tuition reimbursement; And opportunities for professional growth including training and career development.
$1,000/yr. contributed to flexible spending account or cash; $145/mo. public transit subsidy; 401(k), 401(a) and 457(b) tax-deferred retirement plans; Roth 401(k); $3,500/yr. tuition reimbursement; And opportunities for professional growth including training and career development.
$145/mo. public transit subsidy; 401(k), 401(a) and 457(b) tax-deferred retirement plans; Roth 401(k); $3,500/yr. tuition reimbursement; And opportunities for professional growth including training and career development.
401(k), 401(a) and 457(b) tax-deferred retirement plans; Roth 401(k); $3,500/yr. tuition reimbursement; And opportunities for professional growth including training and career development.
$3,500/yr. tuition reimbursement; And opportunities for professional growth including training and career development.
And opportunities for professional growth including training and career development.
About East Bay Municipal Utility District
Water & Wastewater Utilities2060 employeesFounded 1923
Public utility district supplying water and wastewater services to East Bay customers while protecting San Francisco Bay.
