Administrative Assistant

Administrative Assistant

Position Summary:

The administrative assistant is a versatile role responsible for ensuring the efficient day-to-day operations of the SWCD by providing wide-ranging clerical, organizational, and administrative support. This position provides clerical support, accounting, and customer service for the SWCD.

Qualifications:
 

• A two-year degree in accounting or related field.
• A combination of relevant experience may be substituted for the educational requirement.      
• Possessing a valid Minnesota Class D driver's license or higher is essential for the Administrative Assistant as this position has access to the district vehicles for job related tasks.
• Experience or demonstrated aptitude with QuickBooks ®, Microsoft Word ®, Microsoft Excel ®, and Outlook ® are required.

1. Receptionist duties:
   1. Answer the telephone, transfer calls, and take messages for staff members.
   2. Greet incoming clients and guide to a technician or assist if possible.
   3. Manage and distribute incoming/outgoing mail to include postage handling.
   4. Rental tracking: schedule the rental of equipment, having the proper agreement in place.
   5. Office inventory: monitoring and maintaining office supplies, placing orders, and coordinating the maintenance of office equipment (printers, copiers, etc.).
   6. Maintain District files according to the Records Retention Policy set by the SWCD board.
   7. Assist with Board meetings; agenda, take meeting minutes, and prepare and send out Board member packets.
   8. General support: assisting with special projects, event planning, and supporting other staff members as needed.

2. Accounting duties:
   1. Maintain bookkeeping system, bank accounts, cost-share journals, and program journals.
   2. Reconcile accounts at the month end.
   3. Work with district manager on year-end close out procedures and preparation for the auditor and prepare items for the financial audit as requested by the auditor.
   4. Process supervisor quarterly per diem and expense claims.
   5. Prepare invoices, manage accounts receivables and accounts payables.
   6. Create necessary spreadsheets for the year to help with the reconciliation of grants and time.
   7. Stays up to date on new accounting procedures and requirements.
   8. Collaborate with SWCD, BWSR staff and other professionals on available accounting procedures and state requirements.
   9. Attend training, as necessary.

3. Manage Tree Program:
   1. Responsible for the administration of the District Tree Program, order, and inventory control.
   2. Create spreadsheets for the Tree Program for the year.
   3. Set new prices for the tree year by collaborating with the District Manager.
   4. Develop tree order form and coordinate mailing it out to public.
   5. Maintain tree orders as they come in.
   6. Coordinate tree pick up schedule, send out post cards to public, coordinate staff scheduling for sorting, bundling, pick up and clean up.
   7. Follow up after tree week with unpaid tree bills, tree planter bar returns and other tree program items.

4. Other duties as assigned.

1. Judgement and situational reasoning ability: the Administrative Assistant must be versatile and skillful in responding to new and changing environmental conditions, regulatory requirements, and modifications of previously agreed-upon plans, conclusions, and responsibilities.                                             
2. Communication: the Administrative Assistant must work as an integral member of the district staff by coordinating and sharing information and resources with administrative and technical staff, as needed to accomplish the objective.

1. The ability to remain in a stationary position for an extended period and occasionally lift up to 25 pounds. The role operates in a standard office environment, incumbent will operate a computer, keyboard, mouse, and other standard office equipment such as a calculator, copier, printer, and multi-line telephone system.

This document does not create an employment contract, implied or otherwise, other than an “at will” employment relationship. The District Manager or board retains the discretion to add duties or change the duties of this position at any time.

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