Are you passionate about providing complex administrative support to a dynamic team of leaders? Do you have experience leveraging your organizational skills to balance a diverse workload? Do you enjoy knowing that your daily work contributes to a larger vision?

Join our team at Chelan County Public Utility District. As one of the largest hydroelectric projects in the U.S., our mission is to improve the quality of life for the thousands of people who call our county home.

We are looking for an experienced administrative assistant to support the teams in our External Affairs department, as well as other departments as needed. This position requires the ability to multitask and juggle, prioritize a variety of work assignments, and provide professional communication internally and externally with organizational leaders, elected officials, state agencies, and other community partners.

What you will do:

• Assist with the planning, coordination and organization of events, meetings, and activities
• Coordinate travel arrangements
• Develop and proofread correspondence, memorandums, and other documents
• Support records maintenance and retention
• Reconcile procurement cards and expense reports
• Track and support various contracts, service agreements, and resolutions
• Conduct research and assist with compiling information for reports
• Other clerical support duties as needed

Abilities you will bring:

• Strong clerical support skills including proofreading and experience utilizing Microsoft Word, Excel, and Outlook, experience with SharePoint is a plus
• Organizational and time management skills
• Excellent customer service, interpersonal and communication skills
• Ability to exercise confidentiality, judgement, and diplomacy
• Ability to prioritize tasks and handle a wide range of responsibilities on a daily basis
• Ability to maintain files and records with complex, compliance-driven retention requirements
• Ability to work well in a team environment and under minimal supervision

Support Specialist - External Affairs

Join our team at Chelan County Public Utility District. As one of the largest hydroelectric generating utilities in the Northwest, our mission at Chelan PUD is to improve the quality of life for the thousands of people who call our pristine desert and mountain community home.

Overview

Provide assistance and office support to the External Affairs division as needed. Perform clerical duties including group and supervisor schedule management, work-flow oversight, data entry, project support, records management, planning and organization of meetings and activities, travel planning and coordination, contract development and administration and payment processing. Coordinate and schedule internal and/or external events and meetings exercising confidentiality, judgment and diplomacy.

Responsibilities

- Perform clerical support. Process (prepare, track and receive) purchase requisitions, purchase orders and vendor payments; maintain files, records and reports; prepare, proof-read and edit correspondence, memorandums; coordinate the development and tracking of annual service agreements, contracts, resolutions, and a variety of reports. Maintain internal website pages as requested, manage internal template/form libraries, reconcile PCards for department members and keep contact lists current.

- Assist with the planning and organizing of events and activities; provide background research on a variety of subject matter; assist with compiling information for management reports; coordinate logistics, agenda items and notes for internal and external meetings. Communicates and shares information exercising confidentiality, judgment and diplomacy.

- Assist with tracking and reporting of departmental plans and activities. This includes administering workflow process development, tracking, and reporting for department functions; issue research, preparing internal weekly and other reports, recurring and one-time business processes, liaison team coordination, distribution of materials, and inputs into supporting databases and spreadsheets.

- Coordinate travel arrangements, responsible for researching travel alternatives and preparation of travel authorizations and expense reports for approval.

- Order and distribute office supplies, perform data entry to maintain or update records associated with materials and equipment. Maintain and administer department systems and processes in the application of record management policies, procedures, records storage, retrieval and retention schedules.

- Perform Notary Public duties as necessary. Transcribe and distribute meeting minute notes as required. Coordinate large mass-mailing projects.

- 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).

Qualifications

Experience

- 2+ years clerical support required. and

- Experience working with the public, external entities and/or persons holding political office preferred.

Licenses and Certifications

Notary License preferred

Skills and Abilities

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

- Must successfully complete clerical testing; typing a least 40 net words per minute.

- Knowledge of administrative and clerical procedures and managing files and records.

- Requires excellent customer service, interpersonal and communication skills.

- Ability to communicate and share information exercising confidentiality, judgment and diplomacy.

- Ability to prioritize multiple tasks and handle a wide range of responsibilities on a daily basis in an accurate and timely manner.

- Ability to work well in a team environment or under minimal supervision.

- Must be self-motivated with strong organizational skills.

- To perform this job successfully, an individual is required to have basic knowledge of Maximo Asset Management; PeopleSoft Financials; PeopleSoft HRIS; intermediate knowledge of Microsoft Excel; Microsoft Outlook; Microsoft PowerPoint; Microsoft Word; General Office Equipment and FileNET.

- Must be proficient in reading, writing and speaking English.

Physical Demand

- Sitting - Frequently

- Standing - Frequently

- Walking - Occasionally

- Lifting 1-10 lbs Floor-Waist - Occasionally

- Lifting 1-10 lbs Waist-Shoulders - Occasionally

- Lifting 1-10 lbs Above Shoulders - Occasionally

- Stooping/Bending - Occasionally

- Reach Waist to Shoulder - Occasionally

- Wrist/hand/fingers manipulation (keyboarding, mousing, etc.) - Frequently

- Repetitive Motions - Frequently

- Talking - Frequently

- Hearing - Frequently

- Visual - Far Acuity - Occasionally

- Visual - Depth Perception - Occasionally

Working Conditions

- Noise Intensity Level: - Moderate

Job Type: Full-time

Pay: From $24.89 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

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