Administrative Assistant II

Applicants are required to submit a combined cover letter and resume in one PDF document. Your cover letter must summarize your interest, education and experience relative to this position. Incomplete materials will not be considered.

Please include your experience with the following in your cover letter:

1. Reading contracts, especially regarding purchasing or procurement. 
2. Meeting organization, travel scheduling and other support at the executive level. 

To expedite the application process, combine your cover letter and resume into one PDF document before applying and upload electronically when requested in the online application process.

This position is OPEN UNTIL FILLED and applicants are encouraged to apply immediately.  The first review date for application materials is scheduled for December 16.

Interested parties are also invited to contact Human Resources at joblist@chelanpud.org to discuss the position.

The starting salary range for this position is $30.73 - $38.41 (based on qualifications).  With tenure and strong performance in this role an employee may earn up to a maximum of $46.09, annualized.

Introductory Period: New employees holding regular positions must complete an introductory period of twelve months.

In addition to competitive wages Chelan PUD employees also enjoy outstanding benefits which include zero cost employer funded medical, dental, and vision healthcare benefits, access to the employee assistance program, a VEBA health reimbursement account, and long-term care.

Washington state retirement PERS participation and optional 457 plan participation with an employer matching 401(a) plan.

Leave, life & disability benefits including paid leave starting at 21 days per calendar year up to 35 with tenure, 11 paid holidays per calendar year, paid jury duty, short-term disability & long-term disability, and basic life, AD&D, and optional voluntary life.

The work life benefits include optional flexible spending accounts for healthcare and dependent care, educational assistance, various rewards and recognition programs and position specific stipends.

For more explanation of the district benefits please visit our benefits website www.mychelanpudbenefits.org.

Administrative Assistant II - Customer Utilities

Overview
Provide advanced and diversified executive-level administrative support for the Customer Utilities Managing Director and the leadership team of the Customer Utilities business unit in a fast-paced, collaborative team environment, maintaining confidentiality in all sensitive situations. Provide administrative support primarily to senior management and directors; support executive level administrative assistants in a backup administrative capacity. Provides substantial assistance in the coordination of projects and office functions, initiating action to resolve problems exercising considerable judgment and diplomacy.

Responsibilities

• Schedules Customer Utilities leadership management meetings and coordinates calendars to optimize executive schedule and aligns business priorities. Attends meetings, takes meeting minutes. Notes commitments made by members of leadership and arranges for staff implementation. Prepares accurate and timely correspondence, resolutions, agendas, meeting minutes, handouts and miscellaneous communication materials including electronic presentations. May compose and sign correspondence for executive.
• Maintain an understanding of the Customer Utilities business unit functions and activities sufficient to help organize and prioritize the most effective use of the Managing Director’s time. All incoming correspondence is scrutinized for relevant information of interest to the District. Support special projects assigned to the Customer Utilities Directors, Managers and staff. Support activities include the quarterly District performance plan Board updates, project planning, coordination of contracting, internal/external web maintenance, information gathering, preparing communications, preparing presentations, representing business unit on various committees such as Stakeholder Engagement Council, and Records Management Committee. Serves as a District Record Coordinator and SharePoint administrator for business unit.
• Provide administrative support including travel authorizations, travel arrangements, expense reports, procurement card reports, Purchase Requisitions, Purchase Contracts, Service Agreements, Small Asset Tracking, processing invoices, ordering and maintaining office supplies, and department scanning, under the direction of the Managing Director and Customer Utilities Leadership.
• Monitors and prioritizes senior management calendar, email, mail, and various decision making documents for action. Interprets requests, helps implement action, and decides whether executive should be notified of important or emergency matters as needed. May be responsible for responding on behalf of the executive. In executive's absence, ensures that requests for action or information are relayed to the appropriate staff member.
• Organize and develop meetings, both internal and external to the District. This involves multi-party scheduling, location, services, and travel arrangements. Coordinate biweekly and quarterly staff meetings. Compose and edit correspondence, minutes and reports; maintain calendars/schedules; administer and coordinate the business unit’s record retention program and activities; prepare and track service agreements and purchase requisitions for the Customer Utilities Directors and staff.
• Provide backup to executive level Administrative Assistants including, but not limited to, phone coverage.
• Maintain regular and predictable attendance: Perform related duties and responsibilities as required. Comply with District policies. Complete all required training. Maintain a working knowledge and comply with District safety procedures and specific safety requirements of this position, and those in accordance with applicable provisions of the Revised Code of Washington (RCW) and Washington Administrative Code (WAC).

Reports To
Managing Director – Customer Utilities

Overtime exemption
Non-Exempt

Qualifications

Education
Equivalent experience (year for year) may substitute for required education.

• Bachelor's Degree (B. S., B. A.) in business or a related field from a four-year college or university; or equivalent combination of education and experience within the first year of employment is required.

Experience

• 1 year of demonstrating successful experience in providing advanced and diversified administrative support to management is required.

Skills and Abilities
A fully skilled incumbent will have the following knowledge skills & abilities:

• Broad and comprehensive knowledge of administrative support and office management practices and procedures
• Regulatory requirements and Board policies related to Board conduct, actions and decisions
• District operations, services, and organizational structure
• General knowledge of the utility industry
• Current knowledge of applicable records retention laws, regulations, District policies and guidelines.
• Highly effective oral and written communication skills
• Excellent interpersonal skills
• Social perceptiveness
• Strong organizational skills
• Strong attention to detail
• Strong planning and coordination skills
• Strong computer and technology skills including proficiency with Microsoft Office application products (Word, Excel, PowerPoint, etc.)
• Able to elicit cooperation, trust, and support from others, and coordinate the work and efforts of others
• Able to deal with confidential and highly sensitive situations with discretion, tact, and diplomacy
• Able to work efficiently, accurately, and independently with little or infrequent direction
• Able to balance and seamlessly prioritize a large number of assignments amid competing deadlines and changing priorities
• Resourceful and proactive approach to problem solving
• Flexible and adaptable to change
• To perform this job successfully, an individual is required to have knowledge of PeopleSoft Financials; PeopleSoft Time Entry/HRIS; Microsoft Outlook; Microsoft Excel; Microsoft Word; Microsoft PowerPoint; Maximo Order Processing; FileNet; SharePoint; Adobe Acrobat Pro and Computers, calculators, and general office equipment.
• Must be proficient in reading, writing and speaking English.

Physical Demands
 

• Sitting - Regularly
• Standing - Occasionally
• Walking - Occasionally
• Lifting 1-10 lbs Floor-Waist - Occasionally
• Lifting 1-10 lbs Waist-Shoulders - Occasionally
• Lifting 1-10 lbs Above Shoulders - Occasionally
• Lifting 11-25 lbs Floor-Waist - Occasionally
• Twisting at Waist - Occasionally
• Stooping/Bending - Occasionally
• Reach Waist to Shoulder - Occasionally
• Wrist/hand/fingers manipulation (keyboarding, mousing, etc.) - Frequently
• Repetitive Motions - Frequently
• Talking - Frequently
• Visual - Near Acuity - Regularly
• Visual - Far Acuity - Occasionally
• Visual - Depth Perception - Occasionally
• Visual - Color Discrimination - Occasionally

Working Conditions
 

• Exposure to Weather - Occasionally
• Noise Intensity Level: - Moderate

District Values

• Safety - Protect public and employee health and safety
• Stewardship - Acting on behalf of customer-owners, protecting public resources entrusted to us
• Trustworthy - Competence, integrity, respect
• Operational Excellence - High-quality innovative work execution

The statements contained herein reflect general details as necessary to describe the principal functions for this job, the level of knowledge and skill typically required, and the scope of responsibility. This should not be considered an all-inclusive listing of work requirements.  Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise to balance the workload.

Chelan PUD is an Equal Employment Opportunity employer (EOE Minorities/Females/Protected Veterans/Disabled). We value diversity at all levels of the organization. All qualified applicants will receive consideration for employment without regard to any protected classifications as defined by law.

EEO Law Posters can be found on the main Careers page in English and Spanish. 

Chelan PUD will not be offering any work visa sponsorship for this role.

Pay Transparency Nondiscrimination Provision

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-I.35(c)