Process Administrator, Project Delivery

Applicants are required to submit a combined cover letter and resume in one PDF document.

Your cover letter must describe your specific on-the-job experience providing administrative support for a project team or workgroup. Include specific details about your experience leading administrative process improvements.

Incomplete materials will not be considered.

This position is OPEN UNTIL FILLED and applicants are encouraged to apply immediately.  The first review date for application materials is scheduled for January 19.

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 $62,400 - $78,000 (based on qualifications).  With tenure and strong performance in this role an employee may earn up to a maximum of $93,600, 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.

Process Admin - Project Delivery

Overview
Provide outstanding administrative support, records management, and project support service for the Project Delivery department. Performs general administrative support duties such as preparing documents, processing invoices, workflow management, proofreading, and updating department intranet information. Using exceptional organizational skills and strong technical skills, organize, manage, and maintain multiple information and document management systems and processes. Identify opportunities to streamline how information comes in and goes out of the department with a focus on providing outstanding and efficient customer service. Also performs activities such as contractor communication, training scheduling, and assisting with the service request intake process. Leads administrative process improvements and projects for the department.

Responsibilities

• Project Support Service: Support the project management discipline by assisting manager(s) with requests for data and reports, to monitor and control Project Delivery projects and processes, and tracking, reporting, utilizing business intelligence reporting tools, and communicating work priorities with all levels of management and Project Delivery staff.
• Administrative Support: Perform clerical and administrative tasks such as monitoring purchase and contract records; scanning, faxing, and filing documents; scheduling meetings, classes, and conference calls; preparing documents, proofreading; processing orders, requisitions, purchase orders and invoices for payment; monitoring office supply inventory and copier paper supplies; and ordering and maintaining office supplies.
• Records & Information Management: Act as the primary records and information coordinator for Project Delivery. Administer and coordinate Project Delivery information data collection, ordering and filing, dissemination, and maintenance in both electronic and paper forms. Seek opportunities to digitize records, automate forms, and support the development of libraries and workflows, using tools such as Procore, FileNet and SharePoint. Develop and maintain records libraries, and related naming conventions and classifications. Organize information dissemination to targeted groups using a variety of communication methods such as email, websites, SMS text messaging, etc. Manage a wide variety of information, including, but not limited to, contract records, project data, internal websites, network directories, online forms, departmental process documentation, and operational guides. Monitor compliance with records storage and retention policies and Federal and State regulations including coordinating timely destruction of records.
• Process Improvement and Special Projects: Document, research and recommend administrative process changes, applying automation using delivered tools to maximize efficiency and productivity. Support or lead the implementation of new or changed administrative processes, under the direction of the manager. Work with IT as a subject matter expert to implement and continuously improve document management solutions and processes.
• 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). Employees with access to confidential employee records and information are required to restrict access from any unauthorized person, except on a need to know basis.
• Designated as a District records coordinator.

Reports To
Manager - Project Support

Overtime exemption
Non-Exempt

Qualifications

Education
 

• Associate Degree (A. A.) or equivalent from two-year college or technical school; or equivalent combination of education and experience is required.

Experience

• 3+ years progressively responsible administrative support experience for a project team or workgroup including administering records according to contractual or regulatory requirements is required.
• Experience supporting the transition to a paperless work environment through the use of tools available in Microsoft 365 (or similar) is preferred.
• Experience managing electronic records is preferred.
• Experience in Project Management related activities is desired.

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

• Document file management systems and related technology
• Document management regulatory requirements and disposal schedules
• Document management taxonomy and naming conventions
• General office procedures
• Customer service principles
• Subject matter expert knowledge of Project Management and District administrative processes
• General Database knowledge
• Knowledge of Maximo Order Processing, Microsoft Outlook, Microsoft PowerPoint, and PeopleSoft HRIS, and general office equipment.
• Knowledge of Microsoft Excel, Microsoft Word, Microsoft OneNote, Adobe, SharePoint, and FileNet.
• Accuracy and attention to detail
• Excellent inter-personal and customer service skills
• Strong written and verbal communication skills
• Outstanding organizational skills
• Demonstrated skills in data and information management and record keeping
• Active listening
• Intuitive understanding of customer needs
• Strong time management
• Ability to prioritize daily work
• Logic and reasoning skills
• Ability to create basic processes and forms using integrated technology tools and programs such as Word, PDF Fillable forms, SharePoint, FileNet, etc.
• Prioritize, manage many different responsibilities, and assist all team members, as needed.
• Proactively address potential issues, solve problems, and improve procedures and processes
• Thrive in a high-volume, deadline-driven work environment
• Work independently following general direction
• Develop solutions to process or procedure problems
• Maintain confidentiality
• Work collaboratively and be an encouraging and supportive team player
• Willingness to question the status quo in order to improve service and processes
• Must be proficient in reading, writing and speaking English.

Physical Demands
 

• Sitting Frequent 34-66%
• Standing Frequent 34-66%
• Walking Occasional 11-33%
• Lifting 1-10 lbs Floor-Waist Occasional 11-33%
• Stooping/Bending Occasional 11-33%
• Reach Waist to Shoulder Occasional 11-33%
• Wrist/hand/fingers manipulation (keyboarding, mousing, etc.) Frequent 34-66%
• Repetitive Motions Frequent 34-66%
• Talking Frequent 34-66%
• Hearing Frequent 34-66%
• Visual - Near Acuity Occasional 11-33%
• Visual - Far Acuity Occasional 11-33%
• Visual - Depth Perception Occasional 11-33%
• Visual - Color Discrimination Occasional 11-33%

Working Conditions
 

• Noise Intensity Level: - Moderate

Equal Opportunity/ADA
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 (chelanpud.org) page in English and Spanish.

The job functions and physical requirements described above are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 

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)