The Administrative Assistant will perform administrative tasks and services to support the effective and efficient operations of the District’s Human Resources department, while maintaining confidentiality and discretion to help achieve the District’s mission and goals. The position will assist with organizational records and serve as a contact for Public Records Requests and records management.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following.- Assists with the organization and maintenance of records including recruiting documents, employee personnel files, and job descriptions in paper and electronic format. Maintains the integrity and confidentiality of those records.
- Performs clerical, administrative tasks including drafting and proof-reading letters, memos, reports and other documents.
- Provides support in recruiting and onboarding activities such as placing job postings/ads, corresponding with applicants, scheduling interviews and orientations. May screen and facilitate interviews for hiring managers.
- Assist with the tracking and processing of personnel changes in relevant systems including new hire entry, position/pay changes, benefit changes, employment separations, and all other applicable internal changes.
- Provides support in scheduling meetings, calendars, and handling travel arrangements.
- Monitors and tracks employment applicant information and recruiting data in software and spreadsheets. Maintain related records in an organized manner and ensure data is up-to-date.
- Assists with data entry, conducts research and generate reports for various HR data for management.
- Fields and responds quickly and appropriately to internal and external inquiries and requests. Provides assistance and directs employees, candidates, vendors or customers to the appropriate contact when applicable.
- Assists with gathering information and responding to verbal and written verification of employment.
- Assists team members in ad-hoc projects and routine departmental tasks.
- Assists with coordinating and conducting the onboarding process for new hires.
- Assists with preparing presentations, reports and other materials for meetings.
- Coordinates and prepares agendas, take meeting minutes, and follow up on action items as needed.
- Assists with the planning, coordination and accomplishment of employee training sessions, employee events, and all hands meetings. Track, record and file documentation of training sessions as necessary.
- Serves as the Public Records Officer for the disclosure process; for the release of public records and ensures compliance with state regulations; serves as the liaison to the community by: receiving and distributing information requests to the appropriate PUD staff, monitoring the timely return of information, and responding to inquiries in a timely manner as required by law.
- Assists with PUD records management program ensuring collection, dissemination, storage, and destruction of public records and data in compliance with state and federal regulations; develop, administer and maintain the document retention and destruction policies; and manages the historical records for the PUD.
- Maintains awareness of laws regarding public records and changes to the state retention schedule. Attends applicable trainings.
- Assists with monitoring of the destruction log; ensures timely destruction of records; sends records to Washington state archives as required.
- Assist with research and response for submitted tort claims.
- Enters data into spreadsheets, word documents and HR information systems.
- Assists with ongoing compliance efforts with required labor law posters.
- Performs other duties as assigned.
Standard Workplace Expectations:- Perform all duties in accordance with established safety practices.
- Contribute to a successful work group by listening to and taking time to understand suggestions and concerns of co-workers.
- Offer constructive suggestions and ideas that help the team meet or exceed objectives and goals by accepting and supporting team decisions.
- Maintain a positive and collaborative attitude in the workplace.
- Determine appropriate priorities to balance workload to meet deadlines.
- Seek assistance when needed.
- Review work for accuracy to detect or prevent errors or mistakes that could prove costly or could jeopardize the operations of the PUD.
- Work additional hours as necessary to achieve departmental goals as requested and authorized by the supervisor.
- Maintain appropriate behavior, appearance and effort.
- Regularly take the initiative needed to recommend changes in work methods, policies, and procedures to improve levels of service delivery and overall operating efficiencies.
- Maintain regular and punctual attendance.
POSITION REQUIREMENTS The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functionEDUCATION AND/OR EXPERIENCE- High school diploma or GED required. Associate’s degree in related field desirable.
- Prior related office experience in Human Resources setting preferred, including experience related to records management and recruiting/hiring processes preferred.
- Three (3) years of word processing and spreadsheet experience preferred.
- Experience using NEOGOV platform preferred.
- Must obtain and maintain WAPRO certification as a Public Records Officer and start the process of obtaining within the first 6 months of hire.
- Proficiency with Microsoft Office and email functions required.
- Any combination of education and experience that provides the necessary knowledge, abilities and skills to perform the functions of this position may be substituted for the foregoing requirements.
KNOWLEDGE, SKILLS AND ABILITIES- Ability to understand, use discretion and maintain a high level of confidentiality and security of all HR roles and functions.
- Adhere to policies and procedural processes as directed.
- Ability to understand of the requirements and laws pertaining to open public meetings and records management systems.
- Exceptional interpersonal and employee interaction skills.
- Maintain a high level of professionalism.
- Strong computer skills including proficiency in Microsoft Word, Excel and Outlook.
- Ability to work in a team environment.
- Outstanding written and oral communication skills.
- Strong organizational skills with exceptional follow-through and attention to detail.
- Perform all duties in accordance with established safety practices.
- May require occasional overtime and may require reporting to work after hours to assist with emergency or outage conditions
- Excellent interpersonal, negotiation, and communication skills.
SPECIAL REQUIREMENTS
Must pass a standard criminal background check. A valid Washington State driver’s license may be required. A standard Monday through Friday work schedule is expected to be maintained, but evening and weekend hours may occasionally be required.
WORKING CONDITIONS AND PHYSICAL DEMANDS
Works in an office setting most of the time. Mobility sufficient to travel to and work at various PUD facilities is required. Usual office conditions with ability to exert up to ten (10) pounds on a regular basis, as well as performing such activities as fingering, grasping, lifting, reaching, crouching and repetitive tasks. Work is generally indoors and includes standing, walking and sitting normal to carrying out duties as well as the operation of PC, calculator and other normal office machines. Requires visual and auditory ability necessary to perform the essential functions of the position. Manual dexterity required for keyboarding and use of mouse.
RESIDENCY REQUIREMENT
All Jefferson County Public Utility District employees are required to reside within the District’s service territory. The residency requirement must be met within six (6) months of hire date.
NOTE: Jefferson County PUD is a Rural Utilities Services (RUS) borrower.
