More of what you'll enjoy doing:
Administrative Support

• Schedule and coordinate appointments and meetings including preparation and assembly of relevant materials
• Receive and screen incoming calls, reviews incoming correspondence, distributes priority mail and sorts and routes communications to appropriate staff for action
• Prepare outgoing mail, including copying, distribution, and filing 
• Greet visitors and ensure they are provided appropriate access to facility
• Responsible for follow-up on projects assigned to commission staff by managers 
• Prepare complex and routine correspondence for the manager's signature
• Prepare, review, and edit complex policy documents, reports, analysis, and presentations
• Prepare managers for upcoming meetings and presentations
• Organize meetings, prepares agendas, reserves conference rooms, participates in meetings and identifies follow-up items
• Manage timelines and communication plans for all assignments
• Process and prepare travel authorization and vouchers
• Coordinate travel requests in accordance with state rules and regulations
• Able to field questions regarding the preparation of travel reimbursement
• Provide support with application, web usability, readiness and business analysis tasks
• Answer questions regarding agency operations, functions, and policies
• Assist staff to organize and maintain agency filing systems/ agency inventory and surplus
• Assist in reconciling financial vouchers for the finance team

• Book location(s) for Commission meetings, arranging appropriate hotel and food contracts, lodging reservations for commission members, partners and staff
• Responsible for all travel logistics, including process commission member travel using TEMS and approves commission member compensation for payroll processing
• Assist in agenda development, meeting material coordination and set deadlines with staff involved; compile meeting packet for distribution via on line and hard copies for leadership and public guests
• Take meeting minutes in accordance to Robert's Rules of Order

• Assist with note taking for the Communications monthly group meetings
• Provide assistance in formatting up to 15 conservation district annual pages
• Serve as lead of the administration of annual conservation district photo contest and assist in file/records management of social media content
• Assist in proofreading, editing, reviewing and assembling packets/documents for outreach events
• Assist with application and web usability, including posting to the website
• Serve as lead administrator for agency GovDelivery communications system

• Set-up/tear down of rooms and equipment for various meetings
• Travel infrequently for brief periods of time (including overnight trips)
• Serves as the agency represented for Envirothon attending meetings once a month
• Work independently and in a team environment
• Work with a varied and diverse client base

REQUIRED:
 High school graduate or equivalent
AND 
Three (3) years of progressively responsible office/clerical, secretarial, bookkeeping accounting, or general administrative work

 AND

• Accurately proofread and edit written documents
• Knowledge of basic administrative procedures, office practices, and correspondence preparation
• Keyboard or type accurately at a net speed of at least 50 words per minute.
• Operate general office equipment
• Possess basic math skills
• Use a computer and software such as the Microsoft Office Suite (Outlook, Word, Excel, etc.) to create, format, edit, preview, print and save documents

• Accountability – Appropriately balances the quality and timeliness of work.  Is reliable and achieves excellent, timely results with little need for oversight.  
• Communication – Actively seeks information about agency policy decisions and programs by reviewing commission meeting notebooks and the agency intranet, and by attending and participating in all staff meetings.  Oral and written communication skills that clearly and effectively convey information and ideas to individuals within and outside the agency.  Uses language that is appropriate to both the complexity of the topic and the knowledge and understanding of the audience.  Keeps the supervisor, management, and co-workers informed of need-to-know items.        Shares complete and accurate information with others.  
• Customer Service – Build and maintain internal and external customer satisfaction with the services offered by the agency.  Consistently goes beyond basic service expectations to help customers or clients, thus providing excellent customer service.
• Ethics & Integrity – Maintains confidentiality.  Honors commitments.  Avoids inappropriate situations and actions that present a conflict of interest or the appearance of a conflict of interest.        Appropriately uses the public’s funds and resources.  Earns the trust and respect of others through honesty, professionalism in all interactions, and consistent demonstration of ethical behavior.
• Self-Management – Identify what needs to be done and proactively takes appropriate action.  Recognizes situations that warrant assertive action and moves forward without hesitation. Ability to anticipate and plan duties around schedules, programmatic needs of agency staff and operations for successful delivery of services.
• Teamwork - Actively takes steps to build and maintain effective cooperative relationships with co-workers and management.  Works within a team (providing assistance and encouragement, sharing information/expertise; building consensus; accepting responsibility and tasks, etc.) to achieve results that successfully benefit the team and the agency. 

• Computer Programs – Access and move between multiple computer programs such as email, a database, word processing programs and the Internet to search for enter, or update information.  Use word processing and database software at the intermediate level (i.e. create basic documents; use standard functions to select, edit, copy, paste, format, and spell check text to; create tables, table of contents, and indices; create page and section breaks; develop and merge mailing lists and form letters, etc.) Experience using PowerPoint and photo editing software to create presentations and edit digital photos.
• Filing – Create, use and maintain both paper filing folders and electronic filing systems.  
• Maintain Records – Document and update information in written or electronic form to maintain accurate and complete records.  Examples: logging requests for information, updating customer accounts, posting data in spreadsheets or databases, etc. 
• Operate Office Equipment – Operate office machines and equipment such as telephones, photocopiers, fax machines, CD duplicator, digital cameras, PDAs, and printers.
• Research Skills - Use the Internet and other research avenues to find information or collect data.  Effectively identify, collect and organize data in a way that makes the information most useful for subsequent assessment, analysis, and decision-making.  Accurately document sources.
• Verbal Skills – Strong verbal skills to communicate effectively with all types of internal and external customers in person, by phone, email, etc.
• Workload Management - Organize and prioritize work, devoting adequate time and attention to individual tasks.  Works efficiently and handles interruptions appropriately. Transition easily between tasks, responding quickly and efficiently to work requests.        Successfully return to incomplete tasks and continue work with minimal need to become reoriented to the task.  Regularly evaluate progress on tasks and adjust organization, priority, time, method, etc. accordingly.  Remain aware of timeframes and successfully meet deadlines.  If deadlines are in jeopardy, appropriately seek assistance or guidance from the lead worker, supervisor, or manager.  Effectively handle competing priorities and urgent situations, making sound decisions within short timeframes, and taking appropriate action.  Example: answering multiple telephone lines while greeting visitors and updating a computer database.
• Writing and Editing Skills – Prepare coherent and meaningful reports and minutes.  Necessary for taking accurate meeting minutes and creating documents of distribution.

• Archives and Records Management Training
• Knowledge of state and agency policies  
• Experience making travel and meeting arrangements for staff and commission members
• Experience using database software to search and update current records and enter new records as needed
• Experience in setting up conference calls and teleconferencing

Please provide the following documents in order to be considered; failure to do so may result in you not being considered for the position:

• A letter of interest, describing how you meet the qualifications for this position as outlined in the job posting; 
• A current resume, detailing experience and education; and 
• A current list of at least three (3) professional references with current contact information (attached or available to provide at the time of interview)