Administrative Assistant – Willamette Water Supply Program

Tualatin Valley Water District Published: 10/4/2018
Location
Beaverton, Oregon
Job Type
Category
Job Post Expires On
2018-04-30

Description

Tualatin Valley Water District is looking to fill an Administrative Assistant for the Willamette Water Supply Program (WWSP). This position will provide clerical and administrative support as well as information and records management for the WWSP. Candidates must have at least one year of secretarial experience or two years of general office experience.
We have a great benefits package to offer the right candidate. If interested, please go to our website and follow the directions on how to apply. All application materials are due no later than April 30th by 11 a.m. Our webpage is http://www.tvwd.org/about-us/job-opportunities.aspx

Specific responsibilities for positions assigned to Willamette Water Supply Program:
•Maintain a record of approval items for TVWD Board meetings, Hillsboro Utility Commission meetings and Hillsboro City Council meetings. Track the information needs of each meeting, the schedule for preparation and delivery of that information and the responsible parties.
•Assist to organize, update and maintain Program-related documents and files, including coordination of importing appropriate electronic documents into the e-Builder system.
•Run errands as required for food items, gift cards and other miscellaneous supplies.
•Provide general administrative support for Project Management Office (PMO) staff.
•Provide front desk reception coverage.
•Provide support for Executive Committee, Management Team, Willamette Intake Facilities, TVWD coordination, and functional managers’ meetings.
•Coordinate PMO facilities maintenance and management.
•Provide general Human Resources support (e.g., on-boarding, off-boarding).

Knowledge, Skills and Abilities Required:
•Knowledge of basic computer operations and Microsoft applications.
•Knowledge of office processes such as organizing, filing procedures, etc.
•Knowledge of the use of office equipment such as copier, scanners, fax machine, etc.
•Knowledge of safety practices and procedures applicable to the job.
•Knowledge of applicable rules, state and local regulations related to the job.
•Knowledge of personnel, administrative, safety and departmental policies.
•Skill in customer relations and communications, including the ability to effectively and tactfully work with difficult customers and complex customer issues.
•Skill in data entry, typing and filing.
•Ability to organize workload, adjust for shifting priorities, perform duties with speed and accuracy, meet deadlines and remain calm in stressful situations.
•Ability to learn the District’s customized utility billing, financial suite, Computerized Maintenance Management System (CMMS), inventory, backflow and/or e-Builder and other related applications and computer programs as needed.
•Ability to establish and maintain respectful and harmonious relationships with others both inside and outside the organization.
•Ability to read and understand maps and simple plans.
•Ability to perform effectively in an independent or team environment, as well as display self-motivation skills.
•Ability to communicate effectively both orally and in writing with coworkers, customers and other agencies.
•Ability to recognize and keep sensitive information confidential.
•Ability to manage records and information in any format, in accordance with applicable statutes, regulations and District policy, guidance and records retention schedule.
•Ability to display TVWD’s vision of delivering the best water, service and value by demonstrating reliability, integrity, stewardship, excellence and safety.

Minimum Requirements:
• High school diploma or equivalent; and
• Minimum of one year secretarial experience or two years of general office experience; or
• Any combination of experience and training which provides the equivalent scope of knowledge, skills and abilities required to perform the work.

Special Qualifications:
• Possess a driver’s license in the State of Oregon; have and maintain a safe driving record.