Job ID: 26039279
Company: Southwest Water Authority
Application Type: Seeking Full-time (post graduate opportunities)
Job Title: Adminstrative Assistant
Description: Essential Functions 1. Greets and directs customers in a friendly and professional manner. 2. Answers, directs, and makes telephone calls in a friendly and professional manner. 3. Answers or refers to appropriate personnel general information questions from the public. 4. Processes and distributes mail. 5. Match payments to invoices & mail outgoing checks for accounts payable, directors, etc. 6. Filing and organizational duties. 7. Types letters, memos, reports, spreadsheets, and other documents for all department heads and staff. 8. Manages paper and electronic information storage and performs other organizational duties. 9. Accepts fees and issues receipts. 10. Takes bank deposits to the bank. 11. Picks up payments from drop boxes. 12. Process receivables & enter on cash log. 13. Delivers mail - Post Office & UPS, etc. 14. Maintains mailing list for newsletter, North Dakota Water magazine and other publications, updates address changes. 15. Works with outside agencies in producing and proofing marketing materials and SWA reports. 16. Reviews newspapers and clips articles. 17. Provides service interruption notice to customers and appropriate media. 18. Acts as a backup for customer service. 19. Assists in the scheduling and arranging of Board meetings. 20. Attends meetings and prepares minutes for Board and related subcommittees. 21. Prepares and distributes monthly information packets, meeting notices and accompanying materials for Board meetings. 22. Makes travel arrangements for Board members when needed. 23. Promotes positive relationships with co-workers and customers. 24. Performs other activities as might be required or requested. Knowledge, Skills, and Abilities 1. A thorough knowledge of spelling, punctuation, grammar, sentence structure, and proper English usage. 2. Skill in written and oral communications. 3. Knowledge of computers, and computer applications sufficient to handle described duties. 4. Ability to use word processing, database, telecommunications, networks, and SWA software to produce correspondence and reports, and communicate with others. 5. Knowledge of SWA policies, rules, regulations, and procedures to provide substantive information to a diversified group. 6. Knowledge of federal, state and local policies applicable to SWA. 7. Ability to type 50 words per minute. 8. A good general knowledge of modern office practices and techniques. 9. Ability to analyze, evaluate, and recommend sound solutions to problems of routine nature. 10. Ability to research, interpret, explain, and correctly apply policies, rules, regulations, and procedures. 11. Ability to maintain effective working relationships with a diversified group of people under trying and stress-producing conditions. 12. Ability to communicate courteously and professionally to reflect a positive image of the SWA to its customers and the public. 13. Ability to work independently and efficiently. 14. Ability to handle confidential matters. Typical Physical/Mental/Environmental Demands 1. Requires extended periods sitting at a desk working with a keyboard/computer, answering the telephone and transferring calls, working with computer printouts, doing computations, lifting up to 50 pounds. 2. Requires finger dexterity, hearing, vision, and the ability to do close work. 3. On a daily basis, requires the ability to read, write, compile, and analyze data and reports. 4. On a daily basis, requires the ability to reach, bend and/or stoop as necessary to file and organize. 5. On a daily basis, requires the ability to work courteously with others. Supervision The Administrative Assistant is under the general supervision of the CFO/Office Administrator. The Administrative Assistant is responsible for carrying out day-to-day duties independently and only consults supervisor on unusually complex problems or precedent setting actions. Completed work is reviewed only from an overall standpoint as to feasibility, compatibility with other work and effectiveness in meeting deadlines, requirements, or expected results. Guidelines Guidelines consist of generally accepted office procedures, established SWA procedures, rules and regulations, precedents, laws, regulations, and ordinances of the local, state, and federal governments. The Administrative Assistant exercises judgment in recommending applicable procedures. In situations where guidelines do not apply, the Administrative Assistant will refer questions to the CFO/Office Administrator for assistance. Complexity Duties are not specifically defined and will vary depending upon circumstances. Analysis is necessary to create appropriate work procedure. Application of learned concepts and/or theories is necessary to accomplish a broad range of activities. Personal Contacts Contacts are with co-workers within SWA, SWA Board of Directors, employees of other federal, state and local agencies, auditors, attorneys, contractors, other business interests, customers and the general public. Purpose of Contacts The purpose of the contacts is to obtain, clarify, give facts, or exchange information directly related to the SWA. Contacts with customers and the public often require exceptional tact and judgment. To ensure compliance with legal and regulatory requirements, the Administrative Assistant must frequently coordinate and effectively deal with the public, supervisors, co-workers, and others. All contacts must be handled in a friendly and professional manner. Education and Experience Requires a minimum of two-year post secondary education or training in office management and/or secretarial skills. Experience as an office manager or executive assistant can be substituted for education. Must type a minimum of 50 words per minute. Computer experience in Microsoft Office Suite, Microsoft Windows, Adobe Acrobat, word processing, data base, and spreadsheet applications is also necessary. Knowledge of Equipment iPad Personal Computer Laptop Computer Calculator Telephone System Vehicle Fax Machine Projector Smartphone Non-Essential Functions 1. Knowledge of and experience with Microsoft Office to include Word, Excel, Power Point, and Outlook. 2. Knowledge of and experience with WordPerfect Office Suite to include WordPerfect, Quattro Pro and Paradox. 3. Knowledge of and experience with Skype and Conference Calling. 4. Ability to handle visual aid devices such as a Power Point projector and overhead projector. 5. Ability to help in maintenance activities. Location and Work Hours This position is located in Dickinson, North Dakota. Hours are 40 hours per week, Monday through Friday. Salary This is a full time, non-exempt position with a standard benefit package. The statements herein are intended to describe the general nature and level of work being performed by the person assigned to this position. The statements are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel as classified.
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