The Administrative Assistant II provides administrative support to the assigned department and provides coordination with other members of management and staff as needed and directed by the department head.

NOTE: Based on qualifications and experience, candidates may be considered for either the Administrative Assistant II or Senior Administrative Assistant . (Click the link to Senior Administrative Assistant for a full job description)

Essential Duties and Responsibilities include the following: Other duties, responsibilities, and activities may change or be assigned at any time with or without notice.

Perform a wide variety of varied, intermediate, sensitive, responsible, and confidential office functions in support of assigned department.
Manage multiple complex calendars for the assigned department calendars as needed. Ensure accuracy in coordinating and scheduling meetings with multiple attendees in various locations.
Initiate, schedule, finalize, and communicate business travel arrangements and assist with reimbursements as needed for the assigned department as needed.
Coordinate and prepare facilities for formal meetings ensuring proper meeting room set-up of tables, chairs, video equipment, and refreshments as needed.
Review, and finalize documents for the assigned department as needed.
Coordinate and maintain specific formal and informal documents in accordance with the Washington State Records Retention Schedule and coordinate with the District's Records Retention Specialist in the storage, retrieval, organization, and archive of the District records.
Compose written documents independently and/or proofread, edit, and format documents to achieve an error-free output.
Listen attentively during various meetings and transcribe accurate notes/minutes for future reference or as required by law.
Obtain, collect, send, and provide various communications for the assigned department as needed.
Open, evaluate, and disseminate correspondence to the appropriate departments or employee.
Provide support and coverage in the absence of the Executive Assistant Coordinator or Administrative Assistants, as needed.
Administer the duties of Notary Public as needed for District business.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. 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 functions.

Other Skills and Abilities:

Communicate confidently and professionally with all employees and manage sensitive matters with confidentiality and discretion.
Positive interpersonal and customer service skills to courteously deal with and to establish and maintain effective working relationship with co-workers, other District employees, outside vendors, and the general public.
High levels of emotional intelligence (discreet, trustworthy, tactful and possessing the ability to second-guess situations.
Proactive, intuitive and on the front foot.
Able to react at short notice to changing requirements.
Flexible and adaptable, able to multitask, and often in time-sensitive situations.
Good timekeeping, efficient across a range of demands.
Self-confidence, with a positive mental attitude.
Strong organizational skills: the ability to prioritize to hit competing deadlines.

Supervisory Responsibilities:

This position has no supervisory responsibilities.

Education and/or Experience:

Associate degree (A.A.) from a two-year college or technical school; and minimum of two years of experience as an administrative assistant or in administrative support positions; or equivalent combination of education and experience.

Certificates, Licenses, or Registrations:

Must have a valid Driver’s license. Must be a current Notary Public or willing to obtain Notary Public.

Computer Skills:

To perform this job successfully, an individual must be proficient in Microsoft 365 products, including, but not limited to, Outlook, Word, Excel, PowerPoint, Teams, OneDrive, SharePoint. The individual must also be proficient in the Adobe products.

Physical Demands:

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.

While performing the duties of this Job, the employee is frequently required to walk, climb stairs, bend, reach, use hands to finger, handle, or feel, and sit for extended periods of time. Occasionally required to lift and carry up to 50 pounds. Required to speak clearly and hear well when communicating over the telephone and in person.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Work is generally performed in an indoor office environment. The noise level in the work environment is generally quiet.

Department: Cowlitz Falls

Job Code: CF0017

Location: Cowlitz Falls Project

FLSA Status: Non-Exempt

Union/Non-Union: Non-Union; this position may require access to confidential information that could be used in labor relations and/or collective bargaining.

Travel: Local travel up to 10%; Occasional travel and attendance at meetings, training, or District offices.

Reports to: Generations Manger

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Lewis County PUD believes that each employee makes a significant contribution to our success. That contribution should not be limited by the assigned responsibilities. This position description is designed to outline primary duties, qualifications, and job scope, but not limit our employees nor the organization to just the work identified. It is our expectation that each employee will offer his/her services wherever and whenever necessary to ensure the success of the company.

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