Administrative Assistant

Administrative Assistant

Closing date – Sunday, July 12, 2026

The salary range is $29.00 - $40.60 per hour, depending on qualifications and experience (equivalent to $60,311 to $84,436 annually). Base pay is supplemented by a comprehensive Benefits Program. For a list of all benefits offered by TVMWD please visit the main website at www.threevalleys.com.

Three Valleys MWD (District/TVMWD) is a government agency that was formed by a vote of the people in 1950. It is one of the 26 member agencies of the Metropolitan Water District of Southern California (MWD) that isauthorized to deliver wholesale water supplies from the Colorado River and northern California. The District gets its name from the three areas that it serves: the Pomona, Walnut, and East San Gabriel Valleys. There are 14 cities and water agencies that are within the TVMWD service area, which covers an area of 133 square miles and a population of over 500,000. The District's annual budget is $93 million, with the majority of the expenses associated with the purchase and sale of water. A publicly elected, seven-member Board of Directors presides over TVMWD.

The Administrative Assistant provides a broad range of administrative and operational support to ensure the smooth day-to-day functioning of the District. This role requires a highly organized and adaptable individual who thrives in a fast-paced environment and is comfortable wearing multiple hats.

The position supports both routine administrative tasks and higher-level coordination across departments, while also contributing to general office operations including maintaining shared spaces and supporting overall workplace organization. This role plays a key part in keeping the office running efficiently and supporting a collaborative team environment.

The ideal candidate is a highly organized, proactive professional with strong administrative experience and the ability to manage multiple priorities effectively. They are dependable, detail-oriented, and take pride in supporting both the team and the workplace environment.

They are willing to roll up their sleeves and assist wherever needed, from administrative coordination to supporting general office upkeep, demonstrating a team-first mindset. This individual is a strong communicator who can engage at all levels of the organization, confidently ask questions, and provide thoughtful input when appropriate.

The successful candidate brings initiative, creativity, and a desire to continuously improve processes and elevate the role. Public agency experience is a plus, but not required.

Essential Functions:

• Greets and assists visitors in person, ensures they are directed to the appropriate staff member, and maintains the reception area in a clean, organized, and professional condition.
• Manages the front desk and ensures proper security gate procedures are consistently followed and adhered to.
• Answers the main office line, takes and forwards messages, refers callers to appropriate staff, and respond to request for information; serves the general public; provides information on District policies and procedures as required.
• Performs a wide variety of general clerical work including typing, proofreading, and word processing on a variety of documents.
• Responsible for managing master calendar and board calendar as needed with district and outer agency events, and maintaining vehicle log.
• Operates mailing scale/printers/photocopiers for the production of correspondence, manuals, and public information materials.
• Proficiency with office equipment, janitorial, event venue, catering contracts, and other misc. contracts as assigned; responsible for deadlines and payment due dates as required.
• Receives, sorts, records, and distributes incoming and outgoing correspondence and mail.
• Prepares labels, and weigh shipments for pickup and drop off and other materials as required.
• Responsible for maintaining weekly inventory and ordering kitchen, board, janitorial, promotional items, office, and emergency supplies inventory, while maintaining track of budget. Performs weekly replenishment of all supplies to ensure adequate stock levels throughout the District.
• Perform district purchases and reconciliation; monitor replenishment of funds for specific accounts.
• Assists and coordinates planning/preparing for District meetings/events, such as employee wellness events, training, and special functions setup, breakdown, meal selection, and delivery.
• Responsible for registration, scheduling, and coordinating travel and lodging arrangements for conferences, meetings, seminars, workshops, and webinars attended by administrative and operational staff.
• Assists with research and compilation of information for administrative and operational studies and analysis of findings.
• Ability to concurrently complete special projects involving research and preparation of information for reports; reviews letters, reports, records, and other items for accuracy, completeness, and compliance with standards.
• Generates and assembles reports, memorandums, manuals, and other materials for distribution.
• Assist the Human Resources Department with a variety of functions such as supporting salary surveys, safety committee initiatives, recruitment efforts and performing general administrative tasks.
• Assist the Executive Board Secretary in ensuring proper storage, organization, retention, and retrieval of District documents in accordance with policies and legal requirements, including scanning and electronic filing using appropriate naming conventions, and monitoring retention schedules to assist departments with archiving or destruction cycles.
• Serves as the backup to the Executive Board Secretary and performs these duties as needed:

1. Reviews, prepares, and distributes the Board agenda packet materials including required Board memoranda and resolutions, and ensures their posting and public notification in compliance with legal requirements and the Brown Act. Prepares and maintains records of Board actions, including resolutions, ordinances, and meeting minutes.
2. Prepares and publishes notices for public meetings and hearings in accordance with applicable codes and regulations.
3. Maintains the Board of Directors SharePoint calendar with upcoming meetings and events from the district, member agencies, and other agencies and organizations.

• Assists with posting public notices or updates to the District's website as directed.
• Develops materials such as flyers and presentations using Canva or similar design platforms to ensure professional and visually appealing content.
• Updates internal distribution lists, email groups, phone lists, office directories, emergency contact lists, and organizational charts with information received from various departments.
• Supports departmental and District-wide special projects and initiatives as directed.
• Perform related duties as assigned.

• See the attached job classification for a complete list of duties and responsibilities.

  Experience & Education: The Administrative Assistant will possess a combination of education and experience equivalent to:

  • One (1) to two (2) years of general administrative experience
  • Completion of the twelfth grade or better

  Requirements: Requires the ability to receive, understand, and act upon verbal and written communication from others, and to communicate with others. Requires ability to use hands and fingers to handle or feel objects, tools, or controls; to reach with hands and arms; to sit and stand; and to talk and hear. Must be able to carry, push, pull, reach, and lift equipment and parts up to 25 lbs. and heavier weights with the use of proper assistance.

  Must be able to participate in job-related activities at times other than normal business hours, i.e., evenings and weekends, and at various locations that will require operating a motor vehicle.

  Applicants may obtain an application packet by visiting our website at www.threevalleys.com or by clicking here. Applications must be submitted to the Human Resources department at 3vHR@tvmwd.com. A completed District application and resume must be submitted to receive consideration.

  NOTE: The information contained in this job announcement is in abbreviated form. This announcement does not constitute a formal offer of employment and is not a complete list of the terms and conditions which affect District employment. Persons selected for employment will be required to pass a medical examination. They will also be required to present documents establishing personal identity and the legal right to work in the United States. Employment is contingent upon the successful completion of this process.