Administrative Assistant

Position Title: Administrative Assistant 

This position reports to the District Manager.

Wages & Benefits: $20.00-$30.00 per hour, depending on qualifications. Generous benefits package including, employer-paid health insurance, paid vacation and sick leave, 11 paid holidays, and participation in state retirement system.

Position Summary: Half-time (90 hours per month), at-will, non-union position.  Under the supervision of the District Manager, the Administrative Assistant fulfills various human resources functions, carries out various administrative and office functions, serves as liaison with contracted bookkeeper, and performs other duties as assigned.  

Working Conditions: Duties are performed in an office environment, utilizing standard office equipment and a desktop computer. Occasional travel to meetings and trainings with District or personal vehicle required. 

Minimum Qualifications: Must demonstrate the ability to perform the job functions listed below.  A minimum of an AA degree is desired; experience in office management, business administration, accounting, or related field is preferred. Experience involving the functions listed below may be substituted as appropriate for education.  

Background: Jefferson County Conservation District is one of 45 special purpose government entities established under chapter 89.08 of the Revised Code of Washington to help land users conserve natural resources. Details about the District’s current programs and priorities can be found on the District website: jeffersoncd.org.

Essential Job Functions: 

Administrative 

• Assist District Manager with Board meeting agenda and associated materials preparation.
• Distribute Board meeting agendas and associated materials, submit public notices to newspaper and post on District website.
• Take minutes at Board meetings.
• Coordinate Board elections and appointments and complete all required reporting.
• Maintain all necessary insurance and bonding, including completion of annual renewal survey.
• Provide administrative orientation/onboarding for new employees and maintain employee records.
• Manage records according to Public Records Act requirements and guidelines, and coordinate with other staff for maintenance of filing system.
• Assist with annual internal audit and periodic state and/or federal audits.
• Perform annual inventory of District assets.
• Serve as office receptionist, including attending to or forwarding inquiries, receiving and dispatching mail, answering phone and other correspondence, and assisting clients with District tool/equipment loan program.

Financial 

• Assist contracted bookkeeper with processing accounts payable, including payroll and payroll liabilities, including preparing and dispersing checks and preparing retirement system reports.
• Assist District Manager with grant invoice voucher preparation and submittal, including assembling voucher backup documentation, reviewing and submitting completed invoices, and QuickBooks entries.
• Assist with bank deposits and transfers.
• Assist with reconciliation of bank and credit card statements.
• Update employee composite rates as necessary.
• Assist with preparation of monthly and year-end financial reports.

Secondary Job Functions: 

• Assist with preparation and distribution of newsletter and other outreach materials.
• Assist with website updates utilizing appropriate technology and software.
• Coordinate maintenance of office equipment.
• Assist with annual Native Plant Sale.
• Assist with course/workshop registrations and payment collections.
• Assist with landowner cost-share reimbursement processing.
• Assist with updating financial and administrative policies and procedures.
• Other duties as assigned.

Desired Knowledge, Skills and Abilities: 

• Familiarity with special purpose districts or other local government agencies, including open public meetings and records management.
• Familiarity with the Washington Conservation Commission Procedure Manual and BARS.
• Thorough understanding of the appropriate use of public funds.
• Computer skills in all applications of Microsoft Office and Intuit QuickBooks.
• Ability to operate a motor vehicle.
• Ability to work closely with others in a public office environment.
• Ability to organize, plan, prioritize, and manage multiple tasks under minimal supervision.
• Ability to maintain accurate records regarding time-keeping and authorized expenses.