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Administrative Assistant

Job Type: Full-time

POSITION TITLE: Administrative Assistant 

REPORTS TO: Office Administrator 

TYPE: Full-time, exempt from the provisions of the Fair Labor Standards

COMPENSATION: $35,360 - $48,500, commensurate on experience 

LOCATION: Riley Purgatory Bluff Creek Watershed District and Nine Mile Creek Watershed District 

 

PRIMARY OBJECTIVE: 

This position will work as part of a team, performing skilled administrative support to staff as it relates to the implementation of District goals and objectives. The Administrative Assistant provides support which may include greeting the public, answering phones, assisting with the preparation and distribution of Board and CAC packets, handling shipping requests, providing technical support for meetings, updating district website, general clerical activities, and setting up meeting rooms. This position will split their time roughly 60/40 between the Riley Purgatory Bluff Creek Watershed District and the Nine Mile Creek Watershed District. The activities described below will generally apply to the duties expected at both districts.

PRIMARY DUTIES AND RESPONSIBILITIES: 

  • Perform administrative and support duties for the district staff. 
  • Greet the public and answer/screen phone calls in a courteous and professional manner. 
  • Provide information and answer questions on a variety of issues related to the district, listen to concerns/complaints, assess needs, explain procedures, route calls as necessary or otherwise communicate messages accordingly. 
  • Support staff in the monthly accounting procedures and annual audit. 
  • Update and organize files including Board resolutions, minutes, meeting recordings, and the ledger of votes and file or publish as appropriate. 
  • Provide support for meetings hosted at district offices and offsite, as needed. Meeting support includes assisting with technology, preparing and posting meeting materials, preparing refreshments, and room set up and arrangement. 
  • Use word processing, spreadsheet, and database management software (such as Word, Excel, Access, PowerPoint, etc.) to produce correspondence, minutes, reports, forms, budget, and technical information. 
  • Assists with record retention, filing, and information retrieval systems, both manual and automated (computer). Maintain awareness of record retention policy and District naming conventions. 
  • Support communications staff with maintaining district website and social media content. This includes but is not limited to editing newsletters and posting public notices 
  • Promote a diverse, inclusive, culturally competent, and respectful workplace. 
  • Assist in the maintenance of the permits and grant databases. 
  • Send and route all District mail. Perform clerical duties such as typing and data entry, copying, assembling, mass mailings, faxing, filing, mail distribution, review, etc. Request courier services for shipping and receiving, order supplies, maintain document and report archiving and library. 
  • Assist district staff and managers with reservations and travel arrangements.  
  • Assist staff with Minnesota Data Practices Act information requests. 
  • Assist staff during the hiring process, which includes but is not limited to posting job announcements, receiving and organizing resumes, scheduling interviews, and serving as a point of contact. 

ADDITIONAL FUNCTIONS:

  • This position will, in the absence of the Office Administrator, attend and take minutes at Board of Managers sub-committee meetings. 
  • Keep staff informed of meetings, events, and deadlines through various media including maintenance of shared staff calendar.  
  • Attend and participate in staff meetings to keep abreast of staff activities and to share the same type of information with them so that work efforts can be coordinated. 
  • Inventory and order office supplies as necessary. 
  • Perform routine maintenance, troubleshooting, and staff training on office equipment (printer/copier, postage machine, phone equipment) and arrange for necessary service calls. 

QUALIFICATIONS: 

  • High school diploma or equivalent 
  • Working knowledge of Microsoft Office Suite 

DESIRED SKILLS: 

  • Strong organizational skills 
  • Familiarity with MS365 cloud-based data storage 
  • Valid MN Driver’s License 
  • Ability to operate audio/visual equipment 
  • Detail oriented with strong technical writing skills 

BENEFITS: 

The Riley Purgatory Bluff Creek Watershed District offers excellent benefits, professional development, tuition reimbursement, opportunities for growth, and a collaborative work environment. 

Other benefits include: 

  • 11 paid holidays 
  • A generous amount of annual PTO 
  • Employer paid health, vision, and dental coverage 
  • Employer paid short and long disability and life insurance 

HOW TO APPLY:

Apply by email to abakkum@rpbcwd.org. Please attach a cover letter indicating your interest in the position and a resume including two professional or academic references who can speak to your work ethic and workstyle. Materials can be sent as separate files or combined. Word Document and PDF are both accepted. Only complete applications will be considered.  

Applications will be accepted until 11:59pm April 14th . 

 

Riley Purgatory Bluff Creek Watershed District is proud to be an equal opportunity employer. All applicants will be considered for employment without regard to race, color, creed, religion, age, sex, disability, marital status, political affiliation, genetic information, sexual orientation, gender identity, gender expression, public assistance, veteran status, national origin or other legally protected status protected under federal, state, or local law.