Office Administrative Assistant

Prior Lake-Spring Lake Watershed District (PLSLWD) is looking for a highly motivated administrative assistant to apply their talents in support of a wide variety of District operations, projects and programs. This role focuses on providing a positive first experience for people visiting or calling the office, efficient office operations, effective communications of District activities, meeting and event coordination, and supporting the District Administrator with bookkeeping, human resources and recordkeeping.

Key Responsibilities and Duties:

Coordination of Office Operations (10%)

• Answer general phone line and greet visitors.
• Maintain and order office supplies & materials, including inventory control and asset management (e.g., keeping track of software codes, years software/hardware/materials are purchased).
• Manage and troubleshoot telephone, printer, computer & technology issues with appropriate vendors/providers.

General Administrative Support (90%)

Provide administrative assistance to the District Administrator and staff to ensure that District operations are handled efficiently and effectively.

Bookkeeping Support

• Manage accounts payable, entering invoices into vendor payment software, working with staff to ensure that invoices are coded to correct expense accounts, and preparing monthly claims list for manager approval.
• Prepare and make bank deposits and maintain records of deposits made.
• Provide financial/district information for annual audit, as requested
• Assist with the Annual Workers’ Compensation Premium Audit.

Human Resources Support

• Assist with hiring process, including maintain list of job posting sites, posting job announcements, communication with job applicants, and coordination of interviews.
• Onboard new employees, including orientation, coordinating with IT provider, securing required employment paperwork, assisting with benefits enrolment.
• Offboard employees, including inquiring about COBRA benefit need, coordinating with IT provider, and securing District and City of Prior Lake property.

Communications Support

• Maintain website to ensure it reflects current information and develop web news article content. Coordinate with District staff to provide updated program and project content for the website. Format content for ADA accessibility.
• Manage and develop content for District social media accounts.
• Post notice & materials for public meetings: add agenda & materials to website, upload board meeting videos to YouTube channel and website, submit legal notices and press releases to local newspaper.
• Assist with taping the monthly Board meetings and work with the City’s Communication and Media staff to play meetings on local station.
• Assist staff with mailings and other general administrative duties.
• Format and edit documents as assigned, including the Board meeting minutes from Board Secretary, Board Agendas, Board Meeting materials.
• Support Education & Outreach team with assistance on event marketing and other communications related to District programs. Manage submissions to the Scott County SCENE, Lake Association newsletters, and others.

Meetings and Events Support

• Help coordinate meetings & education/outreach events: reserve rooms or venues; prepare, print and mail invitations; order food; coordinate transportation and materials; set up/take down.
• Coordinate volunteer and staff appreciation activities.

Recordkeeping and Reports

• Organize, update and maintain district files, including scanning, naming, and electronic filing, and documents archiving procedures
• Complete/coordinate preparation of reports and forms such as: State Auditor’s Report, Annual Liability Insurance form, Sales & Tax Use Report, Pay Equity Report, Annual Notification to Broker and Certification by Broker, County Levy Certification, and Insurance Liability Coverage Waiver

Qualifications and Experience:

Required

• High School Diploma/GED
• At least three years of office administration support experience
• Excellent interpersonal skills and ability to work collaboratively
• Effective multi-tasking skills
• Ability to solve problems and innovate
• Demonstration of a high level of respect, integrity and confidentiality
• Strong written, oral, and interpersonal communication skills
• Strong organizational skills with attention to accuracy and detail
• Willing to learn new technology and processes and recommend enhancements
• Proficient with Microsoft 365 (SharePoint, Word, PowerPoint, Outlook, Teams, and Excel) and Adobe Acrobat Pro

Preferred

• Two years of formal office administration training (associates degree or certificate)
• IT experience and/or familiarity with computer hardware and software
• Familiarity with video editing software

· Experience with database management

• Experience with Concrete CMS website platform and maintaining websites

________________________________________________________________________________________

This Job Description is intended to describe the general contents of and the requirements for the performance of this job. It is not intended to be, nor may it be construed to be, a complete and exhaustive statement of duties, responsibilities, or requirements. It is subject to change as the needs of the District and the requirements of the position change. Additional or revised responsibilities and special projects may be assigned. This is not a contract nor doesit imply a contract.

Job Type: Part-time

Pay: $35,500.00 - $42,300.00 per year

Expected hours: 30 per week

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan

Schedule:

• Monday to Friday

Work Location: In person

Salary : $35,500 - $42,300