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HELP WANTED

 

Office Manager/Administrative Assistant. ​​ Local utility is recruiting an Office Manager/Administrative Assistant. ​​ The position is part-time 25 hours per week. ​​ A full position description is available at http://www.centralparkwater.net. ​​ Send resumes to ghcwd2@centralparkwater.net. ​​ Wage DOE.

 

 

 

GRAYS HARBOR COUNTY WATER DISTRICT NO. 2

6709 OLYMPIC HIGHWAY

ABERDEEN, WASHINGTON 98520

 

Job Description

Administrative Assistant/Office Manager

 

Administrative Assistants/Office Managers ensure the efficient day-to-day operation of the office, and support the work of management.

 

Primary Duties and Responsibilities

 

Administrative Assistant/Office Manager performs a wide range of duties including some or all of the following:

 

Reception

 

  • Answer general phone inquiries using a professional and courteous manner

  • Direct phone inquiries to the appropriate staff members

  • Reply to general information requests with the accurate information

  • Greet clients/suppliers/visitors to the office in a professional and friendly manner

 

Office Administration

 

  • Use computer word processing, spreadsheet and database software to prepare reports, memos and documents

  • Sort incoming mail, faxes, and courier deliveries for distribution

  • Prepare and send outgoing faxes, mail and courier parcels

  • Forward incoming general e-mails to the appropriate staff member

  • Purchase, receive and store the office supplies ensuring that basic supplies are always available

  • Code and file material according to the established procedures

  • Update and ensure the accuracy of the organization’s databases

  • Back-up electronic files using proper procedures

  • Provide secretarial and administrative support to management

  • Make travel, meeting and other arrangements for management

  • Coordinate maintenance of office equipment

 

Assist with financial management

 

  • Use computer software to prepare invoices and financial statements according to generally accepted accounting practices within a municipality

  • Code and file financial material according to established records management procedures

  • Process accounts payable ensuring timeliness and accuracy of information

  • Process accounts receivable ensuring timeliness, accuracy of codes and appropriate backup

  • Prepare accurate bank deposits

  • Administer petty cash according to established procedures

  • Assist with financial reports as required

  • Month end duties as required

 

Provide Board support

 

  • With the General Manager, prepare meeting agendas and supporting material for distribution

  • Ensure the timely distribution of material to the Board

  • Support the Board with meeting, travel and other arrangements

  • Draft minutes of Board meetings for review by the General Manager

  • Create action list for management from board meetings

 

Qualifications

 

Education

 

  • High School Diploma

  • Post secondary education in business, computers, or office management is an asset

 

Knowledge, skills and abilities

 

Proficiency in the use of computer programs for:

 

  • Word Processing

  • Databases

  • Spreadsheets

  • Bookkeeping

  • E-mail

  • Internet

 

Proficiency in the use of office equipment:

 

  • Computer

  • Voice messaging systems

  • Fax

  • Photo copier

 

Personal characteristics

 

Administrative Assistants/Office Managers should demonstrate competence in some or all of the following:

 

  • Behave Ethically: Understand ethical behavior and business practices and ensure own behavior and the behavior of others are consistent with these standards and align with the values of the organization.


  • Build Relationships: Establish and maintain positive working relationships with others both internally and externally to achieve the goals of the organization.

  • Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques.

  • Focus on Client Needs: Anticipate, understand, and respond to the needs of internal and external clients to meet or exceed their expectations within the organizational parameters.

  • Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness.

  • Make Decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organization.

  • Organization: Set priorities, develop a work schedule, monitor progress towards goals, and track details/information/activities.

  • Plan: Determine strategies to move the organization forward, set goals, create and implement action plans, and evaluate the process and results.

  • Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendation and/or resolve the problem.

 

Experience

 

  • 1 – 3 years experience in an office setting.

 

 

Working Conditions

 

  • Administrative Assistant/Office Manager works in an office environment

  • Administrative Assistant/Officer Manager is a part time position. ​​ Hours are Noon to 5:00PM Monday through Friday.

  • Administrative Assistant/Office Manager may be required to work some overtime hours such as attending Board meetings.

 

Grays Harbor County Water District #2 is an equal opportunity provider and employer and does not discriminate on the basis of race, color, national origin, age, disability, sex, gender identity, or religion.