Office Coordinator Job at Snohomish County PUD
Job Definition
Provides professional, advanced and varied clerical and administrative support to assigned department(s) including (but not limited to): working with customers projecting a positive customer service attitude; answering general questions and providing phone coverage for assigned department(s); developing word processing and spreadsheet documents using appropriate computer software applications; and using District’s e-mail and calendaring system as necessary.
Distinguishing Characteristics
This position is distinguished from the Office Technician positions in that it requires advanced knowledge/skill in varying administrative duties, including advanced word, spreadsheets, databases, the ability to effectively execute non-routine support services, and an understanding of the Districts various computer systems. This position requires the incumbent to perform the duties of other Office Technician positions as required. This is a bid position with the successful candidate selected based on demonstrated knowledge and skills through testing and a collaborative interview process.
Note: An Office Coordinator may perform some or all of the functions outlined within this job description. Some positions are required to perform office/clerical duties specifically related to the department.
Essential Job Functions
- Enters, audits, and makes corrections to timecards and work orders/projects for assigned department. Actively collects and independently follows up on related timecard/work order issues. Anticipates, independently researches, and resolves problems ensuring accuracy of timecard/work order entry for assigned departments. Interprets Collective Bargaining Agreement (CBA) and accurately applies regulations as it relates to labor entry including premium codes, upgrades, etc.
- Gathers and compiles data from various sources to edit and produce complex documents, including contracts, bid proposals, special correspondence, spreadsheets, graphs, charts, using advanced word-processing and spreadsheets. Reviews for completeness and accuracy.
- Independently develops special complex word processing documents and advanced level spreadsheets and database reports in support of meeting departmental business needs.
- Collects and compiles data, performs mathematical computations and tabulates statistics and develops and generates special reports in support of department and appropriate managers.
- Develops various databases in support of departmental programs, updates, maintains and audits database ensuring completeness and accuracy. Independently develops special complex ad hoc reports.
- Modifies and maintains filing systems in support of departmental functions. Acts as custodian of documents and records including archiving and retrieval.
- Provides customer service (both internal and external) support; receives and directs incoming calls; responds to customer inquiries when appropriate; provides research and is a point of contact for internal customers.
- Processes payment requests for departmental items. Uses judgement in determining best process for invoices (material request versus creation of a contract, etc.). Processes invoices and payments using enterprise-wide database. Maintains copies of various charges for budget tracking.
Specialized Job Functions
Other Job Functions
- Provides back-up coverage for other Office Technicians/Coordinators.
- Provides technical assistance to others on various office procedures and computer related items.
- Orders supplies and special forms, prepares and transmits faxes, work processes memorandums, copies and collates various documents. Sorts and distributes mail for related departments.
- Coordinates travel arrangements, appointments, schedules meetings including service of food or lunch.
- Takes notes during meetings, transcribes and routes final copies.
- Provides notary services when appropriate.
- Participates on various committees.
- Performs other duties as assigned.
Minimum Qualifications
- Customer relations techniques.
- Advanced grammar and business English concepts.
- Analytical and problem-solving techniques.
- Basic math and statistics.
- Customer service computer applications at intermediate to advanced level.
- Filing system modification and maintenance for engineering sector (its use & retrieval functions).
- Office systems and practices.
- Shorthand or note taking techniques.
- Communicate effectively.
- Collect, gather and analyze data from various sources and develop complex documents.
- Develop and use word processing skills at an advanced level; develop complex and lengthy word processing documents.
- Develop and use spreadsheet and database skills at an advanced level.
- Develop ad hoc reports from various computer programs.
- Perform mathematical and statistical computations.
- Learn and effectively use District systems Learn and effectively use new computer systems.
- Use multi-line telephone system.
- Work with high level of detail and maintain high degree of accuracy.
- Handle confidential information
- Some Departments may require the incumbent to Serve as a Notary Public (within 3 months of start date where required)
- Effectively manage and prioritize simultaneous assignments and tasks.
- Use independent and discretionary judgement.
- Modify and maintain file systems; file alphabetically and numerically.
Experience/Education
- Two (2) years as an Office Technician Level 3; OR
- The equivalent amount of external general office clerical experience, AND
- Successful completion of required testing listed below.
License/Certification
- Valid Washington State Driver License.
- In addition to the testing requirements for the Office Technicians, successful completion of the following tests:
Preferred Qualifications
Working Conditions
- Work is performed primarily in an office environment and may require travel to construction site, business meetings or training sessions.
- Incumbent is required to bend and work in small locations in order to retrieve files.
- Must be able to frequently lift and carry archive boxes weighing up to 40 pounds.
- Incumbents perform repetitive movements from use of a computer and mouse.
- Contact with the general public.
Snohomish County PUD #1 is an Equal Opportunity Employer of Minorities, Women, Disabled and Veterans.
Nearest Major Market: Seattle
Nearest Secondary Market: Everett
Job Segment: Administrative Assistant, Office Manager, Testing, Database, Clerical, Administrative, Technology
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