CLOSED: Administrative Assistant
Applications have closed for this position.
Work for a successful conservation organization with a dynamic staff! Duties include reception, phones, general administration, filling, taking minutes at Board meetings and ensuring that we meet our public notice requirements. Computer literacy including MS office, excellent organizational and communication skills, typing, impeccable ethics, and the ability to take accurate minutes and are all required. Competitive salary and benefits DOE. Minorities are especially encouraged to apply.
ADMINISTRATIVE ASSISTANT
POSITION DESCRIPTION
SECTION 1. POSITION INFORMATION
Working Title: Administrative Assistant
Work Location: District at 5211 North Williams Ave Portland, OR
Job Status: Averages 40 hours/week
Hourly Wage: $12-$16 Depending on Experience
Eligible for Overtime Pay: Yes, if approved and over 40 hours are worked in one week
Benefits: Sick leave and vacation leave are accrued from the first full month of employment, with paid vacation made available after six months. Employee medical, dental, vision, disability, and life insurance premiums are paid by the District. Family medical/dental/vision insurance is available but must be paid for by the employee. A retirement plan is available if the employee makes contributions to it, with the District matching the employee's contribution, up to 6% of the employee's wages. Liability coverage is provided to all employees, subject to the limitations of the Oregon Tort Claims Act, 30.260 through 30.300, and the Oregon Constitution.
SECTION 2. POSITION DESCRIPTION
The Administrative Assistant will perform duties in two areas: Clerk for the Board of Directors focusing on Board meeting preparations and minutes, legal postings and record keeping and general administrative including assisting with district operations, maintaining office equipment, ordering supplies and a wide range of other administrative tasks.
Work hours will normally be Monday through Friday, 8:30 am to 5:00 pm (1/2 hour for lunch) but the schedule may vary depending on the requirement to attend night and early morning meetings and possibly occasional weekend events. Attendance at monthly evening Board meetings will be required for the purpose of taking minutes.
This position is located at the office of the East Multnomah SWCD at 5211 North Williams Ave in Portland OR.
SECTION 3. DESCRIPTION OF DUTIES
Clerk for District board of Directors:
1. Assist with Board agendas, prepare and send out Board packets, type Board minutes.
2. Publicize Board meetings, budget committee meetings, and annual meeting as required by law.
3. Arrange for refreshments, supplies, handouts and other needs for Board meetings.
4. Publicize opportunity for candidates to file for elected Director positions. Send packets to potential candidates on request.
5. Assist with managing District files, purging documents, and placing documents in storage in accordance with Oregon public records law and District needs.
6. Related duties as assigned.
Clerk for District board of Directors:
1. Assist with Board agendas, prepare and send out Board packets, type Board minutes.
2. Publicize Board meetings, budget committee meetings, and annual meeting as required by law.
3. Arrange for refreshments, supplies, handouts and other needs for Board meetings.
4. Publicize opportunity for candidates to file for elected Director positions. Send packets to potential candidates on request.
5. Assist with managing District files, purging documents, and placing documents in storage in accordance with Oregon public records law and District needs.
6. Related duties as assigned.
General administration:
1. Inventory, maintain, and place orders for office supplies.
2. Assist as needed with events.
3. Lead person in providing support of mailings or coordinating bulk mailing processes
4. Provide meeting support as needed (e.g., scheduling conference rooms, coordinating food, logistics)
5. Assist in the updating of the website.
6. Maintenance of library and classification and filing of new items.
7. Responding to staff requests for administrative support as needed.
8. Maintain and update database as needed.
9. Receive and distribute all incoming mailing and coordinates outgoing mail, including courier services, postage meter account, and interoffice mail distribution.
10. General office duties such as typing, bookkeeping, flow of correspondence, filing, requisition of supplies, faxing, etc.
11. Booking travel and hotel arrangements as needed.
12. Coordinate materials for meetings and training sessions and other activities of the organization.
13. Processing incoming bills and outgoing checks.
14. Provide assistance as needed with research for products and services and product development.
15. Greet and direct office visitors, answer main office telephone system, respond to direct requests for information and/or forward messages to appropriate staff. Make sure the office is kept in orderly and clean fashion
16. Assist with review of administrative procedures and development of systems to assure compliance by all staff
17. May be asked to assist the District Manager in research and development of District policies and procedures or to assist with other aspects of district operations.
18. Maintain inventory for office supplies and computer software
19. Assist with research and cost comparisons for vendors to maintain cost effectiveness and quality.
20. Perform other duties and responsibilities as requested with a sense of humor and team spirit
SECTION 4: JOB REQUIREMENTS AND GUIDELINES
Knowledge, Skills and Abilities Desired
1. Ability to take accurate meeting notes and condense them into typed minutes for the public record.
2. Skill in navigating Internet web sites is desired.
3. Excellent written and oral communication skills
4. Excellent organizational skills and attention to detail.
5. Ability to work effectively with diverse groups and individuals.
6. Demonstrated ability to work without direct supervision, work on multiple projects at once, establish work priorities, and manage time in order to meet District and program deadlines and goals.
7. Knowledge of natural resource conservation issues and local environmental agencies and organizations is desired.
8. Ability to type quickly (70-80wpm) and accurately.
9. Must be proficient in English (spoken and written) for communicating with District Board members, District staff, partner agency staff, and office callers and visitors.
Qualifications
1. BA/BS degree in office administration, business, or related field preferred. A combination of relevant education and experience in office administration, program management, or a related field may substitute for the educational requirement.
2. Extensive experience with Microsoft Word, Excel, and Microsoft Access is required. Experience with Outlook, PowerPoint, FileMaker Pro, Quickbooks and desktop publishing is desired.
3. Experience working with a Board of Directors and working for an SWCD or other government agency is desired.
Requirements
To perform the duties of this position, the Administrative Assistant must serve as an incidental motor vehicle operator. This requires the operation of a motor vehicle on both public and private roads during daylight hours and occasionally after dark, including inclement weather. A valid driver's license is required. The Administrative Assistant should have access to his/her own vehicle and maintain insurance to comply with Oregon law. Mileage will be reimbursed. A FlexCar vehicle may be available on occasion. The position may require travel throughout the Portland metropolitan area.
See also "Physical Demands and Work Environment" section of this job description.
Guidelines
Performance of assigned duties is completed in accordance with established procedures. Procedures that cover the assigned work include District annual work plans, District policies and procedures, Oregon Department of Agriculture Guidelines for SWCDs, and Oregon public meetings law.
Complexity
The Administrative Assistant must work as an integral member of the District staff by coordinating and sharing information and resources with administrative and program staff as needed to accomplish the objectives that have been identified.
The Administrative Assistant may encounter complications, such as conflicting guidelines and policies among federal, state, and local governing bodies, and/or incompatible objectives among various user groups.
The Administrative Assistant must be versatile and skillful in responding to new and changing environmental conditions, regulatory requirements, and modification of previously agreed-upon plans and conclusions.
SECTION 5. WORK CONTACTS
Soil and water conservation district staff and Board members
USDA Natural Resources Conservation Service staff
Oregon Department of Agriculture staff
Oregon Association of Conservation Districts staff
Special Districts Association of Oregon staff
Local, regional, state and federal government agency staff
Watershed councils
Non-profit groups
Citizen/community groups
Individual citizens
SECTION 6. SUPERVISION
This position serves under the supervision of the District Manager. The person in the position will also interact regularly with the program staff, and will take direction from the Program Coordinators as appropriate. Cooperation and coordination of activities with the District Board and staff is expected.
SECTION 7. PHYSICAL DEMANDS AND WORK ENVIRONMENT
The Administrative Assistant will have an assigned desk, telephone, and computer at the District office. The District office is the primary work station for this position, and is a smoke-free and drug-free environment. The position involves extensive computer and telephone work, as well as standing at a table to do layout and prepare mailings. Long periods sitting, typing and reading from a computer screen may be required. It also involves travel to offices of partner organizations and agencies and to obtain signatures from Directors.
Attendance at evening meetings is required. Occasional overnight travel to attend conferences and trainings may be required.
SECTION 8. REVIEW OF PERFORMANCE
A performance review will be given after six months from date of hire, 12 months after date of hire, and yearly thereafter. The review will be conducted by the District Manager or by a personnel committee of the East Multnomah Soil and Water Conservation District and may include input from District staff. In accordance with the East Multnomah SWCD Personnel Policies and Procedures Manual, reviews will be conducted with input obtained from others who have been working with the employee.
Any future salary increases will be based on annual performance reviews and program funding. East Multnomah SWCD is an at-will employer.
East Multnomah SWCD prohibits discrimination in its programs on the basis of race, color, national origin, gender, religion, age, disability, political beliefs, sexual orientation, or marital or family status. (Not all prohibited bases apply to all programs.) Persons with disabilities who require alternative means for communication or program information (Braille, large print, audiotape, etc.) should contact the District Office at 503/222-7645.
