Admin Description Notes:
In person 4 days a week minimum
General administrative support needed with experience with excel and powerpoint.
Daily
Manage Water Hotline
Monitor water@.edu email
Transfer messages as needed
Log inquires into smartsheet
Monitor log to confirm inquiries have been responded to
Invoices
Monitor invoice email
Add invoice information to invoice tracker on smartsheet
If invoice requires requisition/no PO on invoice; reach out to PM for needed actions
Stampli Pending approval report - Yvette generates report and sends out (as an example email from Yvette 12/10/25 @ 11:42.
Confirm from Dat/Odelia has access to reports
Stampli approvals
Daily Timecards checks
Monitor timecard reports and work with techs to ensure timely accurate timecard charges
Weekly (as needed)
Pcard purchase and verification
Tcard -travel arrangements
If needed, Professional Certification support - can include travel, payment for class and test etc.
Safety tailgate - during operational meetings
Mail
Amazon orders
Invoice related - Utility payments review
Bi-monthly Timecards TLA Axess
Reqs
Review of Service now dashboard
Assist finance/engineers with req related questions
Monthly
WRCI Meeting (ice breaker, slides, host meeting)
Valley Water letter and payments - update and get signature of letter to send in with payment
Monitor Blanket PO Repot and support engineers process invoices on time
Requirements:
Questions that determine what background check package to run
Is a degree required for this job (this will alert Magnit that an education check is needed) not required
Is driving required for this job (this will alert Magnit that a MVR is needed) Yes possibly (MVR needed)
Duration of project (start and end date): 1/19/2026 7/19/2026 Yes 6 months
Full time or part time: Full time Yes
Number of hours per week: 40 Yes
Shift timing/schedule: 7am -3:30pm (will need some flexibility, as sometimes may be needed earlier for meetings or later for meetings)
Will the resource be working with minors No
How many years of experience are required 5 years min. (would like high experience)
Will this role extend or possibly convert to a FTE Not at this time but may change
Top 3 requirements to hire Excellent communication skills (both written and verbal), follow through, proficient in Microsoft systems such as outlook, powerpoint, excel.
Title: Water Administrative Associate
Location Address: Admin Support LBRE Main Campus bldg.560 Fremont rd, CA