What are the responsibilities and job description for the Administrative Assistant - Seward Bear Creek FSA position at KENAI PENINSULA BOROUGH?
High school diploma or GED. Must have three years’ administrative assistant experience, which includes customer service experience. Must have working knowledge of purchasing, financial and accounting systems. Must be skilled in the use of personal computers and supporting software in Windows-based environment, including MS Office products (Word and Excel), Adobe Professional, and type a minimum of 50 wpm. Must have experience with public meetings and records retention practices; Must be able to work with minimal supervision, interacting effectively with the public. Must possess professional written and verbal communication skills. Must have and maintain a valid Alaska driver's license to perform all job functions.
Preferred Experience and Skills: Familiarity with Robert’s Rules of Order. Familiarity with the geography, watersheds and drainages and roads of the Seward Bear Creek Flood Service Area. Experience reading maps and giving verbal and written directions and instructions. Experience in navigating and editing internet websites; Experience navigating GIS Viewer. Familiarity with floodplain management and the National Flood Insurance Program and Certified Floodplain Manager preferred.
You must attach your typing skills test to your application. Tests can be taken at a testing center such as the job service, or can be taken online. Test must show your name and date. Tests must be less than one year old.
- Provides a wide range of administrative tasks for the service area program and board, including composing a variety of correspondence, memos, exporting and emailing maps from GIS Viewer, and running reports. Schedules appointments and meetings and makes travel arrangements. Collects and distributes incoming mail.
- Provides directions, maps, information, forms and handouts to public and agencies regarding flood hazard areas, permitting, disaster preparedness, flood insurance, and service area programs.
- Provides assistance to the public. Greets visitors, answers phone calls and email, ascertaining the nature of their business, routing inquiries to the appropriate officials, and providing a wide range of routine information as requested.
- Understands, interprets and articulates borough regulations, procedures and policies.
- Updates and maintains service area calendars, internal electronic libraries and external websites for SBCFSA board members and the public.
- Organizes the SBCFSA bi-monthly board meetings including generating an agenda, meeting packets and public notices.
- Serves as parliamentarian for board meetings. Set up and records in-person / Zoom meetings. Records and transcribes minutes of the meetings. Ensures proceedings and documents comply with state and local public meeting requirement.
- Manages department records, flood information and research library in appropriate record management systems. Updates, maintains and organizes digital and hard copy file systems. Responsible for filing and retrieving records; making copies and emailing department documents. Archives files following the records retention policy.
- Responsible for ordering department supplies, following Borough purchasing policies.
- Reviews invoice billing prior to submission; utilizes finance software to generate and review SBCFSA financial reports and process invoices. Monitor service area account funds and fund usage.
- Operates and troubleshoots various office machines including printer/scanner, phones, meeting recording equipment, and board member I-pads. Coordinates IT technical assistance and copier maintenance.
- Coordinates multi-agency permit application and board review submittals with the River Center; utilizes the SharePoint system to update permit and site visit information.
Salary : $28
