Administrative Assistant

  • Columbia River Gorge Commission
  • White Salmon, WA
  • Jan 31, 2019
Full-Time Admin / Support Services Government / Civil Service

Job Description

The Columbia River Gorge Commission is a bi-state public agency located in White Salmon, Washington. We are seeking a highly organized, energetic, dynamic, and passionate National Scenic Area Administrative Assistant for a unique opportunity.  This position will assist the Executive Director, Commissioners and staff of the Columbia River Gorge Commission and be responsible for all types of administrative matters necessary to operate the agency.  This position will also assist with maintaining relationships with all levels of government, business, communities, landowners and diverse stakeholders through superior customer service and responsiveness.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

 Performs routine and complex administrative duties

  • Prepare general and complex correspondence for Executive Director and staff. Exercise signature authority when necessary.
  • Maintain and coordinate changes to complex agency website.
  • Resolve problems and respond to inquiries regarding procedures and services.
  • Investigate and coordinate operating methods and procedures with staff and other agencies.
  • Coordinate agency matters within the agency and with other governmental agencies.
  • Develop improved administrative methods when necessary.
  • Receive and confer with official visitors and the public (in person, by telephone or by email).
  • Order supplies, equipment, printing; arrange for facility and equipment maintenance and repair.
  • Perform notary functions.
  • Perform complex tasks, such as merging and sorting spreadsheet and database files.
  • Research and prepare information for yearly legislative performance measures.
  • Make travel arrangements and process travel expense forms for staff and commissioners
  • Schedule and arrange meetings for the Executive Director.
  • Read and distribute incoming mail, packages, and electronic mail to staff members and commissioners.
  • Proofread and process outgoing mail.
  • Assist in coordination of agency contracts and interagency agreements.
  • Submit bills to the Forest Service and other agencies for reimbursement of contract costs.
  • Submit personnel change forms when necessary. Coordinate agency personnel records for accuracy in a confidential manner.
  • Prepare various reports to the states, such as IT hardware and software asset reports.
  • Coordinate locations and preparations for Commission meetings.
  • Submit Washington travel exemption requests forms for meetings that Washington Commissioners will be attending.

 Budget Development and Fiscal Management

  • Develop and maintain positive working relationships with Oregon and Washington state fiscal staff.
  • Coordinate monthly tracking and reconciliation of agency financial records.
  • Coordinate agency fiscal systems with state fiscal management agencies, including annual financial and compliance audits with state auditors.
  • Process all bills for payment: check invoices for accuracy, determine object codes, enter bills into Access database; prepare transmittal forms to state.
  • Perform periodic reconciliation of all accounting, request corrections to the state if necessary.
  • Review Washington’s monthly billing to Oregon for accuracy.
  • Coordinate performance measurement reporting and development of standards as mandated by Oregon and Washington state fiscal offices.
  • Assist with budget materials to Oregon and Washington states administrative and legislative bodies.

Provide planning staff support

  • Review formatting of outgoing development review decisions.
  • Print emailed incoming county development reviews and forward to appropriate staff.
  • Receive development review inquiries, both by phone and at the counter, and forward to the appropriate planner.

 Act as agency records manager

  • Establish and/or revise physical and electronic files; file physical and electronic documents.
  • Prepare agency records destruction policy and be responsible for destruction of records in accordance with the policy.
  • Prepare and arrange for archiving of agency records.
  • Act as rules coordinator. Submit required forms to the states to process rule amendments. Update staff and commissioners’ rule books.
  • Receive and coordinate responses to public records disclosure requests.

Provide assistance to staff legal counsel

  • Draft appeal and litigation form documents.
  • Process administrative records for appeals and litigation.
  • Set up and help maintain appeal and litigation files.
  • Track status of appeal cases.
  • Establish initial due dates for administrative records and appeal briefs.
  • Prepare appeal packets for Gorge Commissioners.
  • Assist the staff legal counsel as needed.

 Other duties

  • Respond to requests for information from the Commission, staff and general public.
  • Maintain and process requests for inquiries of the following databases:

-     Commission and county development review databases.

-     Economic loan/grant certification database.

-     Enforcement databases.

  • Report assigned state vehicle monthly mileage use. Coordinate vehicle maintenance and repair.
  • Safely operate a motor vehicle as needed to perform duties.
  • Other duties as assigned.

Skill Requirements

DESIRED MINIMUM QUALIFICATIONS:

Education and Experience:

Bachelor’s degree in public or business administration or closely related field preferred. Three years progressively responsible experience in office, secretarial, bookkeeping, accounting and/or general administrative work. Prior work experience with Washington State or another state is preferred.  Additional experience may be substituted for education on a year-for-year basis.

Required Knowledge, Abilities and Skills:

Proficiency in office practices, procedures and equipment; business English and letter writing; and office organization, methods and management principles and practices.

  • Ability to type and perform complex clerical activities quickly and accurately; interpret and apply policies and procedures; speak and write clearly and effectively; manage work assignments efficiently and effectively; and handle stressful situations.
  • Experience and ability to work with the public and agency officials in a courteous and professional manner.
  • Proficiency in the operation of common office software such as: Word, Excel, and Access.

 SPECIAL REQUIREMENTS:

 Possession of or ability to obtain a valid driver's license.

  1. Possession of or ability to become a notary for the State of Washington.
  2. Qualification standards include a requirement that the individual shall not pose a direct threat to the health or safety of the individual or others in the workplace.

NOTE: All applications MUST be completed through the State of Washington's website at:

https://www.governmentjobs.com/careers/washington/jobs/2336894/administrative-assistant-exempt or you can access this link through our website at www.gorgecommission.org/about-crgc/jobs.