Basic Job Purpose/Function

Performs routine to moderately complex clerical support and accounting duties within assigned work area following established instructions and procedures. Examples of support functions include data entry, record keeping, file maintenance, preparation of standard reports & forms, and working with the public. The Administrative Assistant assists CKCD’s Executive Director with projects as requested. Responsible for flow and completion of work within general guidelines provided by Executive Director. The Administrative Assistant shall support CKCD’s financial consultant by completing the tasks above.

Essential Job Duties

• Prepares monthly and quarterly grant vouchers and billings.
• Verifies and enters data into specialty or standard computer programs or databases. Maintains accuracy of information entered. 
• Assists Executive Director with procuring documents required by grantors for expense reimbursement based on class reports noting grant activity.
• Maintains invoice binders as well as scanned copies of invoices issued to customers.
• Maintains mileage logs for district owned vehicles, records information into travel logs for monthly billing to grants and customers.
• Maintains records documenting revenue and expenses of items paid for with Rates & Charges funding received from Klickitat County.
• Maintains records documenting revenue and expenses of items paid for with CKCD, EKCD & PE Grant Overhead funding.
• Maintains records of purchases that require payment of use tax for year-end taxes due to the Washington State Department of Revenue.
• Updates & maintains vehicle overhead spreadsheets for all district vehicles.
• Maintains records, updates driver’s and reports monthly usage of leased Motor Pool vehicle to the Conservation Commission via monthly Formstack report.
• Enter VISA charges into QuickBooks as received from employees who have made purchases using district owned VISA cards.
• Serves as District Elections Officer by implementing process to elect or appoint conservation district board supervisors, including meeting advertising and notice requirements, preparing election documents, requesting voter rolls from the Washington Secretary of State to verify eligible voters. Submitting forms to the Conservation Commission and maintaining election files.
• Types, edits and proofs a variety of reports, forms and documents using a word processing or other computer program. Determines layout, formats, and other details.  Compiles and verifies data for budget, payroll, contracts, or other statistical reports.  Composes routine business correspondence and meeting minutes.
• Types, formats and proofs a variety of reports, forms and documents using word processing software or other computer programs. Determines layout, formats, and other details of office correspondences and documents.  Compiles and verifies data for budget, payroll, contracts, or other statistical reports.  Composes routine business correspondence and meeting minutes.
• Greets and assists the public by phone or in person. Provides general or specific information within scope of authority from knowledge of established procedures and policies, or applicable laws, rules or regulations.  Directs callers or customers to appropriate individual when necessary.
• Assist with event planning for annual meetings and other meetings as needed.
• Takes notes at meetings as needed.
• Maintain key log and issues keys to employees as approved by the Executive Director.
• Provides administrative support for financial consultant and Executive Director.
• Serves as the public information officer. Keeps staff and client information confidential unless release of information release is authorized by Executive Director, typically through the freedom of information act policy.
• Take minutes for team meetings for crew and office staff.
• Orders office supplies.
• Sorts, distributes incoming mail and prepares outgoing mail.

Additional Job Duties

• Manage annual plant sale event in coordination with Executive Director and consultants who oversees financial aspects.
• Supervise CKCD’s Youth Conservation Crew program.
• Conduct field work as interested/able and assigned.
• Supports CD staff as requested by Executive Director.
• Attends training to advance accounting and government record keeping skills.

Performs other related duties as assigned.

Requirements/Minimum Qualifications

• Knowledge of principles, practices, techniques and related tools/equipment to accomplish the basic function of this position, including any safety and/or legal requirements. This may, but not necessarily, include specialized skills.
• Ability to manage, coordinate office activities and to be adaptive and flexible to changing priorities to meet fluctuating deadlines.
• Ability to multi-task, and exercise discretion and judgment to resolve problems.
• Knowledge and ability to use standard office software programs including email, word processing, spreadsheet, and/or database applications.
• Knowledge and ability to operate standard office equipment including a personal computer, telephone, photocopier, or other equipment required for the position.

Any equivalent combination of education and experience provides the applicant with the required knowledge, skills, and abilities to perform this job.  A typical way to obtain the knowledge and abilities would be:

High school diploma or GED and two to four years of progressively responsible clerical and/or accounting experience. Two years of related college or business school coursework may be substituted for two years of experience.

Licenses, Certificates, and Other Requirements

• Valid state driver’s license in state of residence is preferred.
• Advancement may require specialized training or certification.