Administrative Assistant - Distribution (Administrative)

The Administrative Assistant provides administrative, professional, and technical support services to the assigned Director and Division managers to organize, optimize, and coordinate various activities, materials, and information in support of the Divisions goals. This position may be responsible for coordinating contracts within the Division. This position may serve as Secretary for a committee of the WaterOne Board.
Pay Range From: $27.79

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Provides administrative support for assigned Director and Division managers. Assists in preparation of meeting and presentation materials for staff and Board. This support may include preparing reports, presentations, exhibits, or correspondence; filing; making appointments; handling mail; and meeting planning. Assists with proofreading Division and Board materials for spelling, grammar and presentation quality. Maintains Division materials and supplies, along with department-specific stock, as requested.Prepares and assists with the preparation, tracking, and administration of contracts, contract documents, contract reviews, requests for proposals and quotations, purchase requisitions and orders, and other business-related records. Prepares or assists in the preparation and processing of applications, permits, and/or corresponding payments with other agencies.Represents the division on WaterOne Board committees and in Board meetings, as requested. May serve as Secretary to a Board Committee and attend Board Committee meetings held after normal business hours, preparing the minutes of the meetings. Serves as backup to the Board Secretary requiring Board Meeting attendance held after normal business hours in the Board Secretarys absence.Coordinates divisional records management with the Records Information Management program.Assists with planning and logistics for Division employees on-boarding and First Day experience.Assists in the planning and coordination of Division activities, including celebrations, in-service days, and other activities.Coordinates required and assigned continuing education, professional memberships and professional license requirements for the Division; assists in the development of Division training materials, as requested.Coordinates travel for Division staff members, as requested, and tracks completion of post-travel documentation.Assists in tracking annual cyclical activities, maintains division forms, and gathers, coordinates, and prepares data for other statistical or operating staff reports. Researches, compiles, analyzes and interprets data to perform special analysis for the Director and division Managers, as requested.Acts as a subject matter expert for the Microsoft Office products, ERP software and Division and department applications as needed. Provides training, as requested and able, to stakeholders within the organization in support of the Divisions initiatives. Develops, organizes, tracks, and performs user acceptance testing for system enhancements, as requested.Serves as a SharePoint expert which includes evaluating, designing, enhancing, and maintaining SharePoint sites for each department in the Division. Continually reviews content for inconsistencies and looks for opportunities to streamline workflows and improve communication methods.Creates and maintains documentation for Administrative Assistant position responsibilities.Manages special projects and events for the assigned Division. Coordinates staff from various Division departments, as needed, for projects that cross department lines.Keeps the director and managers informed as to matters of urgency in the division.

Other Duties

Perform other duties as assigned.

Customer Service Commitment

WaterOne employees shall continuously strive to meet or exceed the expectations of both their internal and external customers. Questions and concerns shall be acknowledged on the same day whenever possible, but no later than the next business day. Issues shall be resolved as promptly as possible, with the goal of maximizing customer satisfaction.

Required Education, Skills & Experience

Highschool diploma or GED.Five years of administrative assistant or related work experience.Notary public or eligibility to obtain notary public.Ability to assume responsibility without direct supervision, exercise discretion, and display independent judgment with proven ability to make good decisions within the scope of assigned authority. Must be able to maintain the highest levels of confidentiality and patience.Demonstrated proficiency with Microsoft Office software applications with a strong aptitude for learning new software and systems.Superb written and oral communication skills, including ability to interact positively with Board members, public and corporate officials, employees, customers, and other stakeholders. Must be a good listener.Excellent organizational skills with the ability to establish priorities, manage multiple tasks, work under pressure, meet deadlines, and be productive with a positive attitude. Demonstrated proficiency in organizing and maintaining files and records.Ability to anticipate needs of assigned leaders and staff members helping to improve their productivity.Proven administrative experience, including the knowledge of office management systems and procedures.Ability to maintain a high level of accuracy and have an aptitude for managing details. Excellent editing and proofreading skills.Performance driven with a strong desire to see the Division and WaterOne meet their respective goals.Commitment to continued professional development and training.Possession of a valid drivers license.Must pass post offer background verification and drug screen (may not apply to current employees).

Preferred Education, Skills & Experience

Associate's (or higher) level of degree from an accredited college in Business Administration or related fieldPublic sector experienceSharePoint experience, including developing pages, managing workflows, and maintaining content within the SharePoint environmentExperience with ERP software

Physical Requirements

The physical demands described here 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.

While performing the duties of this job, the employee may occasionally lift/or move up to 20 pounds. The employee must be able to use a computer for multiple hours a day. The employee must be able to move occasionally from one location to another or be able to remain in a stationary position for up to several hours a day. The employee must be able to use office productivity equipment such as a personal computer, calculator, printer, and copy machine.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. The noise level in the work environment is usually moderate.

WaterOne provides a total compensation package that includes:
Competitive base payMedical, dental, vision, life, AD&D, and LTD insuranceFlexible spending accountCompany funded Cash Balance PlanCompany match Defined Contribution PlanComprehensive wellness programEducational assistance programA variety of other benefit programs and activities

Equal Opportunity Employer
WaterOne is an equal opportunity employer and upholds a non-discrimination policy. We prohibit discrimination on the basis of race, national origin, gender, sexual orientation, religion, disability, age, military status, or marital status in making employment and business decisions. We also prohibit harassment and retaliation in the workplace and in our dealings with the public. We encourage and welcome diversity of backgrounds in our workforce. WaterOne complies with the Immigration Reform and Control Act (IRCA).
Complete job description is available upon request and will be provided during the selection process.