Provides support for executive staff and department managers with daily supervision from the Finance & Economics Director. This position has a combination of administrative and unstructured responsibilities and requires the ability to adjust to changing conditions.
ESSENTIAL JOB FUNCTIONS (Not necessarily a comprehensive list.)
• Data processing, letters, agendas, reports, memos and other materials from rough draft or no source;
• Assist management in the completion of projects and/or analysis;
• Prepare presentations and materials for Board of Trustee meetings;
• Create presentations, agendas, and materials for trainings, conferences, or District customer agency events;
• Arrange meetings and coordinate various activities with businesses, governmental entities, or citizens;
• Receive calls, handle any question or matter of a non-technical or routine nature and direct others to the appropriate staff member;
• Arrange and track travel of District employees, excluding the General Manager
• Conduct assigned projects and studies as assigned without significant oversight.
OTHER JOB FUNCTIONS (Not necessarily a comprehensive list.)
• Set up meeting rooms.
• Occasional driving between locations.
• Assist other departments as needed.
NOTE: These duties are subject to change depending on District needs and the individual in this position may be required to perform other jobs. Any of the herein stated requirements and conditions are subject to approval and/or waiver by the General Manager. The regular work schedule is subject to change depending on the District needs for this position.
MINIMUM QUALIFICATIONS (The education and experience requirements for this job may be satisfied by any acceptable equivalent combination of education and experience.)
Education: Bachelor’s degree from accredited college or university in business or related field.
Experience: At least two years of administrative experience is required.
• Knowledge of organizational practices and policies.
• Knowledge of appropriate computer programs including Excel, Word, Outlook, and PowerPoint,
• Knowledge of principles and processes for providing customer and personal services.
• Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
• Active Learning - Understanding the implications of new information for both current and future problem-solving and decision-making.
• Active Listening - Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Critical Thinking - Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
• Learning Strategies - Selecting and using training/instructional methods and procedures appropriate for the situation when learning or teaching new things.
• Mathematics - Using mathematics to solve problems.
• Monitoring - Monitoring/Assessing performance of self, other individuals, or organizations to make improvements or take corrective action.
• Organizational – Able to organize own and others’ work, data and schedules to accomplish tasks in a timely way. Able to organize work in a logical, clear way.
• Reading Comprehension - Understanding written sentences and paragraphs in work related documents.
• Speaking - Talking to others to convey information effectively.
• Writing - Communicating effectively in writing with little direction as appropriate for the needs of the audience.
• Coordination - Adjusting actions in relation to others' actions.
• Instructing - Teaching others how to do something.
• Negotiation - Bringing others together and trying to reconcile differences.
• Persuasion - Persuading others to change their minds or behavior.
• Service Orientation - Actively looking for ways to help people.
• Social Perceptiveness - Being aware of others' reactions and understanding why they react as they do.
• Complex Problem Solving - Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.
• Managing one's own time.
• Establish and maintain an effective working relationship with other employees.
• Exercise sound, independent judgment within established guidelines.
Page 3 of 4 ADMINISTRATIVE SPECIALIST – ADMINISTRATION DEPT
• Express ideas clearly and concisely, both orally and in writing.
• Maintain a high level of accuracy in preparing and entering financial information.
Special Qualifications: Must have and maintain a valid driver’s license and an acceptable driving record per District policy in order to drive a company vehicle.
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.
Work is generally performed in a safe and comfortable office environment.
Continuous exposure: Indoor dry environment. Air cooling and heating system.
Frequent exposure: Working with others
Occasional exposure: Fumes, gases, odors, or dust.
Noise level: Low to moderate office working condition
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.
While performing the duties of this job, the employee is regularly required to: sit and perform repetitive use of hands and arms, concentrate on tasks, and remember names and details.
The employee is frequently required to: talk, hear, drive, stand, and reach with arms or hands, use effective verbal communication, think analytically, adjust to changes, and make decisions.
The employee is occasionally required to: walk, bend, grasp, push, kneel, crouch, crawl, use hand/eye coordination, climb or balance.
The employee must lift or carry weight as follows:
Regularly: 5 pounds or less
Occasionally: 6 to 10 pounds
Rarely: 11 or more pounds
Specific vision abilities include: Three-dimensional vision or the ability to judge distance and space relationships. Ability to identify and distinguish colors, adjust the eye to bring an object into sharp focus and to see up and down or to the right or left while fixed on a point.
The District provides equal opportunity to all employees and applicants for employment without regard to race, color, national origin, religion, sex, age, disability, sexual orientation or any other category protected by applicable law. Weber Basin Water Conservancy District will not refuse to hire a disabled individual who is capable of performing the essential requirements of the position with reasonable accommodations when they do not create an undue hardship.
Any applicant who is chosen as the top candidate for the position will be required to submit to and pass a background and motor vehicle records check. Hiring is also conditioned upon and submission to and successfully passing of a urine test to screen for the presence of drugs and alcohol.