Administrative Assistant - Hwtp 25-066

Job Description

Position Summary:

Under limited supervision, this position provides for the review and processing of many administrative functions associated with the daily operation of the respective department including but not limited to the verification and payment of invoices, purchase order variances, travel arrangements, monitors and maintains the Department ISO program and provides general support.

Essential Functions:

• Performs detailed office administrative responsibilities of a confidential nature, to include: invoices, requisitions/purchase orders, and variances.
• Serves as department Purchasing Card liaison.
• Responsible for scheduling and attending meetings, recording minutes, accurately transcribing them, and uploading the finalized documents to the appropriate folders in SharePoint.
• Assists with maintaining the department’s SharePoint site.

• Supports and assists in daily administrative duties.
• Composes and/or types correspondence, administration reports and forms.
• Operates office equipment, personal computer and related software in a network environment.
• Schedules maintenance visits for office equipment as required.
• Uploads the monthly operating reports to the SharePoint sites and Admin files.

• Receives inquiries from the public by letter and phone and furnishes information or directs inquiries to the proper source.
• Prepare business travel plans for staff to include reservations, travel forms, and expense reports.
• Maintain departmental training records and information on PC using the network database
• Maintains department’s office supplies, including ordering, organizing, and taking inventory.
• Greet visitors and direct them to the appropriate person.
• Organize and file correspondence and other records.

• Regular attendance is required.
• Job performance must conform to all CWS policies and procedures.
• Specific knowledge of CWS Environmental Management System Policy and Procedures.

Additional Duties

• Assists in scheduling meetings, scheduling travel schedule and reservations.
• Make copies of necessary correspondence or other printed matter.
• Sets up and updates data spreadsheets.
• Routes incoming mail
• May represent superior on committee and in-house meetings.

• Maintains bulletin board.
• May be required to participate in Intra/Inter Departmental Cross Training.
• Performs other related duties as assigned.

Job Requirements

Physical Requirements, Activities, and Working Conditions

• Sedentary work exerting up to 20 pounds of force occasionally and/or negligible amount of force frequently or constantly moves and transports objects.
• Must be able to remain in a stationary position 50% of the time.
• Visually observe and comprehend computer/terminal screens, reports and correspondence for data input and filing.
• Constantly operates a computer and other office productivity machinery such as but not limited to a telephone, calculator, fax, copier, calculator, scanner and/or microfilm reader / printer.
• Occasionally move about inside the office to access file cabinets, office machinery, etc.
• Frequently positions self to maintain the filing systems and accessing bulletin boards.
• Must be able to communicate to exchange accurate information in writing, verbally and with a 2-way radio, to include comprehension of complex oral and written instructions.
• Ability to receive detailed information through written and oral communications.

Education and/or Experience

• Associate Degree in Business Administration or related curriculum and two (2) years of progressive experience in administrative duties OR a combination of education and/or experience to total five (5) years. High school or GED preferred.
• Project-oriented experience desirable.
• Knowledge of business practices and procedures is required.
• Excellent English grammar, spelling and math skills required.
• Proficiency in Microsoft Office Software.
• Experience with SharePoint and databases preferred.
• Ability to understand and execute complex written and oral instructions.
• Must have excellent interpersonal, organizational and communication skills.
• Be familiar with engineering terminology.
• Basic knowledge of accounting techniques.
• Proficient in writing minutes and reports.
• Prior work record indicating dependability and conscientiousness.

Licenses, Certifications, Registrations

• Certification in the International Association of Administrative Professionals (IAAP), desirable.
• Certification as a Public Notary in the state of South Carolina preferred.

Training Needs:

• OSHA and Departmental safety training as required.
• Skills Based Training.
• Standard Operating Instruction (SOI) per department requirements.
• ISO 14001 standards for department and company.
• See Department Competency and Training Matrix for this position.

Potential Career Path:

ELIGIBILITY FOR PROMOTION TO VARIOUS POSITIONS THROUGHOUT THE COMMISSION DEPENDS UPON INDIVIDUAL QUALIFICATIONS, AND NOTED JOB PROGRESSIONS ARE NO GUARANTEE OF CAREER PATH TO THESE OR ANY OTHER JOB(S) AT THE COMMISSION.

• Administrative Supervisor
• Executive Assistant