RICECOUNTYSWCD

JOB DESCRIPTION

November 2017

Administrative Assistant

Job Title of Supervisor: District Manager

GENERAL PURPOSE OF JOB

The Administrative Assistantis responsible for performing district program secretarial and clerical duties, and work closely with the District Manager with grant administration.

ESSENTIAL DUTIES AND RESPONSIBILITIESinclude the following:

  1. Serves as receptionist to the district. Answers phone calls and routes messages, processes incoming mail, and assists with inquiries for information and services.
  2. Maintains financial records of the district.
  3. Prepares payroll and all bookkeeping activities.
  4. Maintains office records and files.
  5. Maintains office supplies in sufficient quantities for staff.
  6. Records minutes at monthly board meetings.
  7. Assists with the preparation of reports and plans.
  8. Assists with the tree program including processing orders and maintaining inventory.
  9. Tracks transactions of grants and fund balances.

FREQUENCY

Work with customers todetermine how to best assist them and directs them to appropriate staff. Includes answering phones and greeting walk-ins. Daily 25%

Prepares payroll for the district and prepares all payments and deposits. Bi-weekly 10%

Tracks all expenses and prepares reports for the district manager and board. Weekly 15%

Maintains inventory of trees and supplies. Seasonally 20%

Reports time and accomplishments both internally and for various grants as required by the district manager. Monthly20%

Assists in the preparation of district reports and plans, types meeting minutes, etc. Monthly 10%

Performs other duties as assigned. Varies 30%

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Requires minimum of high school diploma or equivalent, plus training in Office Administration or equivalent combination of education and experience.

CERTIFICATES AND LICENSES (position requirements at entry)

• Drivers License or evidence of equivalent mobility

REQUIRED KNOWLEDGES (position requirements at entry)

knowledge of:

• General bookkeeping practices and accounting procedures

• Computer operation: MS Word, Excel, Outlook, Intuit QuickBooks

REQUIRED SKILLS (position requirements at entry)

skill in:

• The operation of equipment and machinery requiring simple but continuous adjustments, such as computer keyboards, vehicles, and other equipment as necessary;

• Reading and interpreting documents such as safety rules, regulations, guidelines, policies, operating and maintenance instructions, and procedure manuals;

• Writing routine reports and correspondence;

• Planning and carrying out assignments independently;

• The use and application of Intuit QuickBooks accounting software, and Microsoft Office Suite;

• Requires the skill in dealing with customers needs and being able to communicate those needs to the appropriate staff persons. Interactions with others generally require influencing, instructing and negotiating with individuals to gain their understanding, cooperation, and action. Interactions may involve efforts to persuade and negotiate with other representatives or officials outside of the organization but does not have the authority to act on behalf of the SWCD in matters where there are legitimate differences of opinion.

PREFERRED SKILLS

Knowledge and experience using the Board of Water and Soil Resources (BWSR) E-link grant reporting system.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear and use hands to finger, handle, or feel. The employee frequently is required to sit, walk, stand and reach with hands and arms. The employee must occasionally lift and/or move up to 20 pounds.

Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is rarely outside under various weather conditions. The noise level in the work environment is usually low.

CLASSIFICATION HISTORY

Prepared By: Steven Pahs, Rice SWCD

Prepared Date: November-2017