Under limited supervision, this multi-faceted position provides support for various administrative tasks across Operating Units. Provides support for Finance, Risk and Forecasting, Planning & Analysis. Supports daily tasks needed in budget preparation, reporting, records management, communications, internal agendas, travel arrangements, meeting arrangements, presentations, policy and procedure management, purchases, and reconciliation.
Essential Functions: -- Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:
Responsible for scheduling appointments, making phone calls, scanning and filing, responding to emails, finalizing travel arrangements, and monitoring the schedule of various management employees as well as receiving, sorting, and dispersing of mail, inventory etc.; demonstrates a high level of organization to facilitate the success of supported individuals.
Composes communication to District employees regarding the Operating Units' products, services, requests and/or changes.
Assists in the composition, update, and posting of Operating Units' policies and procedures.
Arranges employee travel - completes travel authorizations, petty cash forms, and statements of expense as needed.
Coordinates meetings, prepares agendas, takes down minutes, and provides follow up documentation to managers and department heads; prepares and schedules various training events, celebrations, and other events as requested; facilitates meeting success by providing and ensuring all arrangements are scheduled.
Attends meetings and trainings as needed in order to provide professional support to supported area or manager needing assistance; must be proactive and a self-starter; willing to help and provide administrative services whenever needed.
Coordinates budget activities for supported Operating Units including maintaining tracking systems and reporting on budget to actuals performance. Tracks budgets for supported Operating Units and appropriately documents costs; works with managers to maintain a solid budget foundation and plan.
Completes miscellaneous purchases using a procurement credit card; accurately reconciles transactions on a monthly basis.
Supports numerous departments throughout the District; facilitates meeting deadlines, administers updates, schedules various meetings and appointments, provides follow up, secures and delivers appropriate documentation, and ensures the departments can do their tasks efficiently; plays vital role in the workflow of the District.
Acts as a central point of contact for employees in the appropriate processes to obtain products or support from Operating Units.
Administers and maintains the District's records retention schedule and oversees the electronic and manual records archiving and destruction in accordance with state and federal laws; ensures compliance with all document handling procedures and laws; handles confidential documents with discretion and security.
Maintains and coordinates the SharePoint site for internal and external communications and information sharing; fields questions, assists employees in navigating and finding information, manages permissions, and keeps updating and improving as needed.
Takes on routine tasks or special projects as assigned.
Demonstrates commitment to Grant PUD's mission, vision, values, strategic plan and Vision 2021. The incumbent should be familiar with these organizational priorities and behave in a way that aligns with these expectations.
Understands and adheres to compliance requirements for this position that may include laws, regulations, security guidelines, Grant PUD policies & procedures.
Actively participates in all aspects of our safety program, including but not limited to:
- Following all safety policies and procedures;
- Alerting supervisors and coworkers to unsafe or hazardous working conditions;
- Reporting any safety incidents or close calls within 24 hours to your supervisor; and
- Accepting feedback from supervisors and coworkers regarding your own safety performance.