Administrative Assistant
Position Description
Overview
The Administrative Assistant is responsible for delivering administrative functions necessary to support the district’s natural resource conservation programs. The Administrative Assistant manages district employee benefits program including all personnel records, leads board stewardship functions, organizes public records, assists with financial processes as needed, leads reception duties, and provides general administrative duties.
The Administrative Assistant is a integral part of the district’s administrative team, ensuring employee benefits programs are, reporting, record keeping, and communication procedures are maintained throughout the year. The employee in this position serves a key role in linking planning staff to board meeting presentations so efficient and effective public board meetings are held.
The employee in this position is further expected to serve as a critical back-up for financial staff through understanding financial vouchering, payroll, and other fiscal management procedures to ensure continuity of district operations. The person in this position must routinely demonstrate an exemplary attention to detail, have a very high level of integrity for reporting errors and issues of concern, and ability to communicate with all members of the district staff, board, and the public at large.
Confidentiality and independent judgment are necessary. Work is characterized by a substantial amount of administrative and clerical functions. The Administrative Assistant must regularly demonstrate a high level of integrity, honesty, attention to detail, and strong customer service.
Core Functions and Essential Duties
Administrative Support and Office Management – 60%
- Manage district employee benefits programs including medical insurance, retirement programs, and access to the employee assistance program.
- Provide clerical and administrative support to District board and staff.
- Take minutes at meetings, including monthly evening board meetings.
- Assist the Finance Director in processing check receipting, data entry and grant vouchering as needed.
- Maintain office supplies and assist with orders as requested.
- Responsible for outgoing and incoming mail.
- Responsible for records management and maintaining the filing system.
- Perform an annual inventory of District assets with assistance from staff and maintain equipment and inventory tracking system.
Financial and Data Management – 30%
- Ability to process payroll, payroll taxes, and related reports as an alternate to the Finance Director.
- Assist with tracking, data entry, and processing reports of district expenses.
- Assist staff with maintaining district databases using SmartSheet and other data tracking systems.
- Track vehicle maintenance and mileage usage, and assist with scheduling vehicle maintenance.
Customer Service and General Responsibilities – 10%
- Provide customer service in-person, by phone, and e-mail, ensuring proper direction to appropriate information or personnel.
- Perform other duties as assigned by supervisor.
- All duties and actions taken by the incumbent of this position while on official duty will be performed in a safe and healthful manner and will be of a nature to reflect favorably on the Okanogan Conservation District.
Supervision
The incumbent of this position is directly supervised by the Finance Director but may be given tasks and direction by other district staff at the Lead level or higher. The Administrative Assistant does not currently supervise other employees. Conflicts in assignments shall be resolved at the Director level or higher.
Required Knowledge and Skills
- High school diploma or equivalent, plus two years of administrative experience is required.
- Prior experience administering personnel benefits programs.
- Basic knowledge of personnel management and employment laws.
- Awareness of legal and regulatory requirements related to public entities, including open meetings, public disclosure, and records retention.
- Ability to maintain accurate and organized records and filing systems.
- Strong skills in word processing, data entry, and document formatting.
- Clear and effective verbal communication, especially in handling phone inquiries and interacting with the public.
- Ability to prioritize tasks, manage time efficiently, and meet deadlines related to work goals set by the Finance Director.
- Ability to assist with budget tracking, expense reports, and basic financial administration.
- Must have demonstrable experience working positively and successfully with individuals one-on-one and in group settings.
- Knowledge of common office software (Microsoft Office suite) and the ability to adapt to new software applications.
- Ability to troubleshoot basic computer and office equipment issues.
- Capacity to handle multiple tasks and responsibilities simultaneously.
- Adaptability to changing priorities and willingness to take on additional responsibilities as needed.
- Ability to work closely, cooperatively, and in a non-confrontational manner with others in a public office environment.
- Capacity to analyze situations, identify problems, and propose effective solutions.
- Must be able to physically perform the tasks of the job in an office environment and occasionally carry up to 25 pounds of supplies and/or materials.
- Awareness of the sensitivity of certain information and ability to handle it with discretion.
- Able to be bonded for financial management.
- Have or obtain and maintain a valid Washington State Driver’s License and able to safely operate a motor vehicle.
Preferred Knowledge and Skills
- Have certificates or specialized training in finance, human resources, or other closely related fields.
- Ability to accurately type at least 60 wpm.
- Ability to communicate verbally and in writing with underserved populations, including but not limited to Native Americans, LatinX populations, and others.
Work Conditions
This position’s primary duty station is at the district office. The Administrative Assistant’s time is spent in an office environment, in meetings, or in some form of travel. Work is generally characterized by periods of time spent sitting or standing at an office desk using a computer, operating a photocopy machine to scan documents or make copies, occasionally moving and/or lifting items up to 25 pounds.
Special Requirements, Licenses, or Certification
This position does not require any special licenses or certifications.
Compensation and Benefits
This non-exempt (FLSA) status hourly position’s beginning wage is Range 50, Step A (as of 4/24/2024 - $24.61/hour) depending upon experience. The position is eligible for all district benefits including, but not limited to, holiday, vacation, sick, and exchange leave, medical insurance, and retirement per district policies.
Updated April 2024 Page 1 of 4