Opportunity

PCWRA is looking for a responsible Administrative Assistant II to perform a variety of administrative and clerical tasks. Working under the direction of the Director of Administrative Services (DAS) with additional direction from the Assistant Authority Manager and Authority Manger, collaborating with all other team members as needed. Provide administrative support to all departments. Process Accounts Payable and Receivable. Administer Workers Compensation paperwork. Responsible for maintaining document management software while ensuring documents are filed properly in a specified format. Responsible for all basic office functions including, but not limited to, mail disbursement, purchasing supplies, and planning events.

Skills and Abilities Inclusion Criteria

PCWRA candidates are adept at the following skills and abilities.

• Thorough, detail oriented, accurate and well organized.
• Strong multi-tasking skills.
• Ability to work independently and consistently.
• Flexible and willing to learn, team player.
• Honesty, integrity and self-motivation.
• Understanding of the fiscal responsibility of a political subdivision.
• Ability to navigate through multiple disruptions.
• Excellent written/verbal communication skills.
• Proficient in Microsoft Office (Word, Outlook, Excel, Internet).
• Basic accounting knowledge (payables, billing, account coding).
• Ability to take detailed meeting notes.

Job Description

1. Assist in Managing Office Functions (if no Admin I, these duties become those of Admin II)

• Answer and route telephone and gate calls maintaining a cordial and professional demeanor as the voice for PCWRA.
• Pick up, open, stamp and route all mail. Including UPS and FedEx packages.
• Coordinate communications via the cloud, email, etc. with vendors, contractors, engineers, board of directors, etc.
• Prepare for all meetings, purchasing any foods, preparing coffee, sending out invites as needed, making copies and sending out of any meeting materials as needed. Cleaning up afterward.
• Purchase and maintain an available stock of office supplies, placing special orders as needed and expediting when required. Including kitchen supplies and using a company vehicle to go to the store as needed.
• Manage the cleaning crew ensuring the Administration and Maintenance buildings are kept clean. Daily maintenance of the kitchen in the Administration building ensuring counters are wiped (holding employees accountable when appropriate), and dishes are clean. Monthly cleaning of the refrigerator, including wiping shelves.
• Plan and oversee office holiday parties, team building events, celebrations, etc. Select uniforms shirts and maintain employee records for maximum purchases on shirts, jeans, boots and coats. Manage uniform services for those employees choosing that service. May include hats or other purchases when budget allows.
• Ensure employees, specifically any on-call personnel, have functioning cell phones at all times.

2. Accounts Payable

• Match invoices to purchase orders (PO), requiring employees to create PO if missing. Ensuring information on PO is correct and complete. Stamp, code and route incoming invoices for payment approval.
• Obtain three approvals for payment and ensure acknowledgement of receipt of goods/services are received via email on all invoices.
• Enter accurate information into accounting software and provide account detail report to the Admin III.
• Ensure recurring monthly/annual invoices have been received and processed in a timely manner. Being cautious at year end that invoices have been received and input into the correct accounting year.
• Review PR/PO reports weekly. Looking for account discrepancies as well as missing or wrong information throughout the purchase order. Work with employees for corrections.

3. Document Management (Laserfiche & other files and binders)

• Under Administrative Assistant III guidance, maintain consistent and timely Laserfiche scanning, labeling and filing.
• Responsible for searchable content, ensuring documents are filed properly and labeled in the established unform format.
• Responsible for paper documents to be labeled, filed and maintained requiring a check-out for any files being removed from the work room. All new documents must be scanned into Laserfiche prior to proper filing and labeling.
• Maintain project binders ensuring all original documents are signed and filed.

4. Other Duties

• Monthly member billings and lab invoices prepared and mailed/emailed.
• Monthly bank statement reconciliation.
•  Attend monthly board meeting to set up breakfast and document concise meeting minutes.
• Annual Property & Liability Insurance and Worker Compensation Insurance reviews and applications.
• Provide new document support; creating and maintaining spreadsheets and form documents as needed.
• Proofread, review, and edit documents ensuring quality product is produced.
• Administer Worker’s Comp paperwork and set appointment for employee doctor visit.
• Liaison between PCWRA and Worker’s Comp provider.
• Provide backup support for other Administrative Assistant(s) during leave times.
• Participate in special projects when requested, assisting any PCWRA employee.

Benefits

• Health insurance
• Dental insurance
• Vision insurance
• Life insurance
• Employee assistance program
• Flexible spending account
• Health savings account
• 401(k)
• Paid Vacation & Sick Time, 13 Paid Holidays
• Parental leave

Schedule:

• 8 hour shift
• Monday to Friday

Education:

• High school or equivalent.

Experience:

• Administrative: 1 year (Preferred)
• Previous administrative and/or accounting experience.
• Ability to obtain accounting certification or diploma

Work Location: In person

Compensation

Pay: $40,040 - $56,056 per year