Responsibilities and requirements of the position include:
• Provide clerical support to Division Contract Administrator(s) by typing and processing internal and external correspondence, Board letters/packages, reports, travel authorities/plans, expense statements/reports, maintain organized contract document files, and other related documents.
•Review, proof, and process internal, external, and contract correspondence in compliance with LADWP and Division policies and procedures.
•Scan, electronic file, and e-mail contract documents.
•Communicate verbally and in writing with other personnel, supervisors, consultants, and governmental agencies to resolve payment issues/inquiries.
•Collect data from consultant invoices and enter into the Professional Services Tracking System (PSTS) to develop various monthly reports such as: contract expenditures, authorized task orders, sub-consultant costs, Small Business Enterprise and Disabled Veteran Business Enterprise participation, performance evaluations, etc.
•Provide clerical support to prepare for meetings with Department personnel
consultants/contractors, and other governmental or City agencies such as preparing
agendas and related contract documents as needed.
•Maintain reports, correspondence, and other documents in appropriate electronic files on server and in FileNet.
•Perform calculations and verify accuracy of invoices, review request for mileage and petty cash reimbursements.
•Provide clerical support to other Section staff and may provide clerical support to WETS Executive Office in the absence of the Utility Executive Secretary and assistant on Article 33 assignment; and perform other related duties as required within WETS.
•May be assigned other work within the Division for cross-training purposes and to meet operational needs.
Candidates will be evaluated for the following work related skills, knowledge, abilities and other qualifications by interview or other means, as specified:
•Knowledge of clerical and correspondence procedures and practices as contained in the LADWP Secretarial Manual; general office practices; Department and Division functions, policies, and procedures; including grammar, spelling, punctuation, filing, and records keeping procedures; telephone answering techniques; and the Clerical MOU.
•Ability to communicate clearly and effectively with others, verbally and in writing.
•Ability to manage high-priority tasks with short deadlines; prioritize, organize, and complete tasks in a timely manner; pay close attention to detail; work well independently as well as with others; exercise independent judgment as necessary.
•Knowledge of and ability to use standard mainframe and personal computer applications including: Microsoft Office software (Access, Word, Excel, PowerPoint, and Outlook) Adobe Acrobat, PSTS, FileNet, Extensity, eRSP, RCAS, WorkTech, related mainframe applications, and Intranet/Internet.
A performance test may be given. A valid California Class C Driver’s License is required and must be maintained during employment. Overtime is available, and attendance record may be evaluated.
