Shenandoah Valley Soil & Water Conservation District

Administrative Coordinator- Position Description

GENERAL

The Shenandoah Valley Soil & Water Conservation District (SVSWCD) is a self-governing political subdivision of the state governed by an eight-member Board of Directors and covers the counties of Rockingham and Page, and the City of Harrisonburg.  Under the direction of the SVSWCD Board of Directors and under the supervision of the District Manager, the employee will be responsible for performing a wide range of administrative and support duties that pertain to the implementation of the SVSWCD’s activities, services and programs.  The work of the SVSWCD focuses on water quality, soil health, best management practices, implementation of special projects and education and outreach to a broad spectrum of stakeholders.  Responsibilities include regular contact with farmers, public officials, District Board members and the general public, requiring judgement and tact in all interactions.  Assignments and some supervision are given by other members of the SVSWCD and Natural Resources Conservation Service (NRCS) staff. This position is a full time position with regular work hours of 8:00am to 4:30pm Monday through Friday and occasionally includes extended work hours, evening and weekend hours, and overnight travel for out of town training and meetings.  This position is considered non-exempt under the Fair Labor Standards Act.  The SVSWCD office environment is collaborative, supportive and flexible.  The SVSWCD’s small staff is forward-thinking, innovative, motivated and dedicated.

PRIMARY DUTIES & RESPONSIBILITES

Administrative

• Provide direct operational support and assistance to staff including clerical and administrative tasks
• Prepare detailed and accurate SVSWCD Board meeting minutes
• Assist with preparing accurate committee meeting minutes as needed
• Prepare and distribute correspondence and materials for monthly Board meetings
• Maintain SVSWCD records and administrative files
• Assist with records management and archiving of records including paper and electronic files
• Compose and disseminate correspondence
• Manage the reception area and provide customer service to callers and walk-in customers
• Assist with the preparation and development of reports and publications (Annual Report, Annual Plan of Work, Strategic Plan)
• Assist with the completion of the quarterly review of the Annual Plan of Work
• Assist with the development of grant applications and the administration of grant projects and funds
• Assist with the maintenance of the website and Social Media pages
• Assist with preparing and distributing media alerts, press releases and news articles for local media outlets promoting events and programs
• Order and manage supplies and equipment
• Schedule vehicle maintenance
• Prepare quarterly activity reports
• Assist staff with outreach related to all SVSWCD programs
• Other clerical and administrative duties as assigned
• Assist with the administration of SVSWCD Programs, including the Rain Barrel Program, Geotextile Program, and Soil Probe Sales Program
• Other outreach and educational duties as assigned

Financial

• Assist in maintaining detailed, accurate, and current financial records using QuickBooks as required by grantors and the Board of Directors in compliance with the Desktop Procedures for District Fiscal Operations
• Assist with District Banking functions
  • Process bills, invoices and other payments timely
  • Prepare and make bank deposits timely
  • Reconcile all bank accounts monthly
• Prepare monthly financial report (Treasurer’s Report) timely and accurately
• Assist with preparing for the bi-annual audit
• Work with the District Manager to prepare and distribute funding requests to localities annually
• Work with staff to provide financial reports and data for implementation of other District programs and grants
• Provide the District Manager with financial reports and data as requested
• Have a working knowledge and understanding of SVSWCD grants and the associated financial components and responsibilities
• Prepare monthly Sales Tax Reports
• Manage and oversee the District’s payment processing account and associated transactions

OTHER DUTIES & RESPONSIBILITES

• Attend monthly SVSWCD Board Meetings, staff meetings, and inter-agency meetings, trainings, and workshops as directed and when deemed appropriate
• Obtain appropriate certifications as directed by the SVSWCD Board and the District Manager
• Represent the SVSWCD on job-related committees and natural resource-related functions as requested
• Be familiar with and adhere to deliverables outlined in the Operational and Cost Share grant agreements
• Inform landowners/residents of Virginia’s conservation goals
• Organize and present educational programs to the public as needed
• Maintain accurate and current files and filing system for SVSWCD projects, programs, etc.
• Assist with SVSWCD reports and data management
• Cooperate with federal, state, and local partners (NRCS, FSA, DEQ, DCR, VCE, CBF, VDACS, SVCC, etc.)
• Support SVSWCD staff in the administration of programs and services as appropriate and necessary
• Work with staff to complete and submit quarterly reports as well as other relevant reports
• Be an active participant in working with the interns/volunteers to ensure a varied experience
• Assist with the development of grant applications and the administration of grant projects and funds
• Support educational programs and special projects
• Adhere to all District policies and guidelines
• Assist with and complete other duties and tasks as assigned by the Board and the District Manager

REQUIREMENTS

• High school diploma or equivalent
• Proficient in Microsoft Office computer programs: Word, Excel, PowerPoint
• Proficient with GSuite Platform: Gmail; Drive, Calendar
• Ability to communicate effectively, both orally and in writing
• Show initiative, accept responsibility, and initiate appropriate actions for work projects
• Customer service and public relations experience
• Ability to work independently as a self-starter and manage time in an efficient manner and meet deadlines
• Ability to multitask, prioritize, and stay organized in a fast-paced environment
• Ability to maintain effective working relationships in a team environment
• Ability to interpret and apply program policies, procedures, and guidelines
• Ability to coordinate work with other staff, agencies, and organizations
• Valid driver’s license
• Successful background check
• Regular attendance at work
• Knowledge of standard office skills and procedures and knowledge of business writing
• Relevant work experience in office administration or administrative support

PREFERED KNOWLEDGE, SKILLS AND ABILITIES

• Associate’s or Bachelor’s degree in field related to business, business administration, marketing, communications, education and/or combination of experience and training equivalent to graduation from an accredited college or university
• Knowledge of general accounting principles
• Proficient with Intuit QuickBooks
• Additional experience, training, or knowledge in areas of education, journalism, or communication
• Experience in developing or maintaining websites and social media pages
• Experience in preparing publications, brochures, fliers and other outreach materials
• Ability to speak comfortably before large groups
• Knowledge of conservation issues related to non-point source pollution and the Chesapeake Bay; agricultural operations, soil and water conservation issues, agricultural best management practices, and the effects of land use practices on the environment or general knowledge of soil and water conservation issues, policies, and technologies
• Understanding and appreciation of environmental and conservation matters

PHYSICAL REQUIREMENT(S):

This is operative work requiring the exertion of up to and exceeding 30 pounds of force occasionally and a negligible amount of force frequently or constantly to move objects. Regular required tasks include sitting; talking or hearing, in person and by telephone; using hands to finger, handle, feel or operate standard office and maintenance/field equipment; and reaching with hands and arms. The employee is frequently required to walk and stand sometimes on uneven surfaces; in addition, occasionally required to climb or balance; stoop, kneel, crouch, or crawl with potential exposure to adverse weather conditions.  In addition, the employee is regularly required to use written and oral communication skills; read and interpret complex data, information and documents; analyze and solve problems; observe and interpret people and situations; use math and mathematical reasoning; learn and apply new information or skills. Visual acuity is required for preparing and analyzing written data, determining the accuracy and thoroughness of work, and observing general surroundings and activities. Specific vision abilities required by this job include close vision and the ability to adjust focus. Tasks require alertness to avoid potential hazardous conditions/situations.

OTHER

• Employee evaluations will be conducted to review employee performance
• The SVSWCD follows Rockingham County’s Personnel Policy in addition to approved SVSWCD policies
• Employee is expected to provide own transportation on the job if SVSWCD vehicle is not available; employee is reimbursed at the current SVSWCD approved mileage rate for job-related personal vehicle mileage when the SVSWCD vehicle is not available
• Drug testing may be required
• Opportunities for merit increases are based on SVSWCD funding availability and job performance

The above statements are intended to describe the general nature and level of work performed by this position.  They are not intended to be constructed, as an exhaustive list of all responsibilities, duties and skills required of this position.  Management retains the discretion to add to or change the duties of the position at any time.

FLSA Status: Non-Exempt