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SalaryPOSITION TITLE: Administrative Assistant
DEPARTMENT: Business Development
FLSA STATUS: Non-Exempt
SALARY GRADE: $47,840 - $56,160/Year
GENERAL POSITION SUMMARY:
Under general supervision, performs a wide variety of responsible and complex administrative and technical duties in support of assigned departments; prepares a variety of fiscal, administrative, operational reports, and provides a variety of information to other agencies, Hiland staff, and the general public. This position is a key part of a team that is responsible for over 60 systems, the majority of which are rural.
SUPERVISION EXERCISED:
Direct supervision is received from the assigned Department Head and/or the assigned Manager.
ESSENTIAL AND MARGINAL FUNCTION STATEMENTS
Essential and other important responsibilities and duties may include, but are not limited to, the following:
Essential Functions:
1. Serves as Administrative Assistant for an assigned department; assists in planning and coordinating day-to-day operations, functions, and services; directs, coordinates, and reviews assigned activities including assigned administrative support and technical areas.
2. Performs a wide variety of responsible administrative duties for management staff and other division staff as assigned, relieves the department head or manager of administrative work, and attends to a variety of administrative details to ensure smooth operations of the assigned department or division in serving its customers.
3. Serves as a primary contact for the assigned department or division and may serve as a liaison to the general public, outside agencies, and organizations; screens office calls and greets visitors; processes mail including receiving, sorting, and distributing incoming and outgoing mail and facsimiles for assigned area; provides information and assistance including responding to requests and inquiries from customers and the public for information and assistance.
4. Types and/or drafts a wide variety of administrative, memorandum, financial, and technical documents and reports from drafts, notes, dictation, or brief oral instructions using word processing software; proofreads or independently composes correspondence and reports related to assigned area of responsibility.
5. Directs and participates in the maintenance of a calendar of meetings, events and various functions for assigned staff; coordinates activities with other Hiland departments, the public, and outside agencies; participates in coordinating and processing staff travel arrangements for conferences, seminars, or workshops attended by Division Manager and/or staff.
6. Initiates, organizes, and maintains the assigned department filing systems and records, which may include highly sensitive or confidential files; establishes, makes entries, and maintains assigned files.
7. Operates a variety of office equipment and software including a copier, facsimile, adding machine, postage meter, and scanner; utilizes various computer applications and software packages; maintains and generates reports.
8. As assigned, conducts, attends and may participate in meetings and committees; schedules and coordinates meetings and prepares agendas for meetings as necessary; represents Hiland Water at community meetings and events and participates in less complex public information and community outreach initiatives and activities; provides logistical support to planned group meetings including arrangements for site facility, parking, notification of participants, and other similar duties.
9. Performs administrative activities of routine and moderate difficulty in support of assigned department; which may include developing and updating a variety of databases.
10. As assigned, assists with designs of exhibits or similar materials, creates text and graphic layouts of internal and external communication pieces and collateral materials, including pamphlets, flyers, fact sheets, brochures, invitations, and giveaway/collateral materials.
11. Reads, understands, and ensures compliance with Hiland’s safety manual; attends safety meetings as required; reports all accidents, violations, or infractions and works with insurance/claims to resolve.
12. Regular attendance at the work site.
Marginal Functions:
1. Participates and oversees catering/meal services, and other preparation for training, meetings, and workshops including employee events planning.
2. As assigned, prepares production and distribution reports; develops spreadsheets; designs, develops and creates supporting materials and collaterals, including promotional pieces, reports, guides, brochures, print/graphic materials, fact sheets, flyers and other various reports and materials for management.
3. As assigned, assignments may require the ability to work evening, weekend events, meetings and/or other functions.
4. Perform related duties and responsibilities as required.
KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of:
1. Computer operation and standard use of applicable software such as Microsoft Word, Excel, PowerPoint, and related databases.
2. Principles and practices of fiscal, statistical, and administrative research and report preparation.
3. Principles and practices used to establish and maintain files.
4. Principles of business letter writing and basic report preparation.
5. Methods and techniques of proper phone etiquette.
6. Customer service techniques, practices, and English language, spelling, grammar, and punctuation.
Ability to:
1. Perform responsible and difficult administrative support and clerical duties involving the use of independent judgment and personal initiative.
2. Plan and organize work to meet changing priorities and deadlines.
3. Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
4. Work independently in the absence of supervision.
5. Work collaboratively as a member of a self-directed work team.
6. Understand and follow oral and written instructions.
7. Operate office equipment including computers and supporting word processing and spreadsheet applications.
8. Independently prepare correspondence and memoranda.
9. Type accurately and at a speed necessary for successful job performance (45-60 WPM).
10. Maintain confidential records and reports.
11. Operate and use modern office equipment, including a computer.
12. Communicate clearly and concisely, both orally and in writing.
13. Work cooperatively with other departments, Hiland officials, and outside agencies.
14. Establish and maintain effective working relationships with those contacted in the course of work.
15. Exercise good judgment and maintain confidentiality regarding critical and sensitive information, records, and reports.
16. Maintain effective audio/visual discrimination and perception to the degree necessary for the successful performance of assigned duties.
17. Maintain mental capacity, which allows the capability of making sound decisions and demonstrating intellectual capabilities.
18. Maintain physical condition appropriate to the performance of assigned duties and responsibilities.
REQUIRED QUALIFICATIONS
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge, skills, and abilities would be:
· Experience in a government or public utility.
· One (1) or more years of progressive administrative experience.
· A High School Diploma or equivalent.
· Possession of a valid Oregon driver’s license and a satisfactory driving record.
· Consent and pass a Motor Vehicle Report (MVR) and background check.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
Environment:
Standard office setting; frequent interaction with Hiland staff and the general public.
Physical:
While performing the duties of this class, employees are regularly required to sit, walk, and stand; talk or hear, in person and by telephone; use hands and fingers repetitively to handle, feel or operate standard office equipment.
Mental:
While performing the duties of this class, the employee is regularly required to use written and oral communication skills; read and interpret data, information and documents; analyze and solve problems; observe and interpret situations; learn and apply new information or skills; perform highly detailed work; work on multiple concurrent tasks; work with frequent interruptions; work under intensive deadlines; interact with Hiland managers, staff, vendors, the public and other encountered in the course of work.
EOE STATEMENT
We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.
Job Type: Full-time
Pay: $21.00 - $27.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Flexible schedule
- Health insurance
- Paid time off
- Retirement plan
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Education:
- High school or equivalent (Required)
Work Location: In person
