Maui Soil & Water Conservation Districts

ADMINISTRATIVE ASSISTANT (w/ Emphasis on Grants & Bookkeeping)

A. Introduction
The Soil and Water Conservation Districts (SWCD) are legally constituted, self-governing units under the Hawaii Revised Statute (HRS), Chapter 180. The first SWCD in Hawaii was established in 1948, in Olinda-Kula on the island of Maui (Olinda-Kula SWCD). Today, there are four (4) SWCDs on the island of Maui and a total of 16 SWCDs throughout the State of Hawaii. Each of the Hawaii SWCDs are governed by a board of five (5) voluntary directors. To learn more about the SWCDs, visit our websites at: http://www.mauicountysoilandwater.org/ and https://dlnr.hawaii.gov/swcd/.
The Maui SWCD office administrator/bookkeeper position is located within the USDA Natural Resources Conservation Service (NRCS), Kahului field office at 77 Hookele Street, Ste. 202, Kahului, Hawaii 96732. This position will serve the Maui Soil and Water Conservation District (SWCD) Boards of Directors and assist staff of the Maui SWCDs and USDA- NRCS.
This administrative position requires proficient knowledge of modern office practices, procedures, and equipment. This includes the use of computers and standard programs associated with office administration and bookkeeping. It is a regular, full-time position that is funded by available grant funds and has been funded for 30 consecutive years.

B. Salary and Benefits
Starting Pay: $25.00- $27.00/hour (depends on qualifications)
Medical/Dental Insurance
401K Match
State and Federal Holidays
Vacation and Sick Leave

C. Requirements: Conditions of Employment
1. Must be fully vaccinated against COVID-19
2. Pass Federal Security Background Check
3. Must be a US Citizen or US National
4. Valid Hawaii Driver License
5. Reliable Transportation

D. Education and Experience

1. High School Diploma or equivalent.
2. Three years administrative experience or an advanced administrative training certificate/degree (a comparable amount of training and experience may be substituted for the minimum qualifications.), or an Associate Degree.

E. Skills and Knowledge Requirements

1. A thorough knowledge of business English and spelling.
2. Working knowledge of the principles of office management and administration.
3. Working knowledge and experience with QuickBooks accounting software.
4. Ability to coordinate and review the work of other employees.
5. Ability to perform duties of secretary, and bookkeeper.
6. Ability to work with a wide variety of people.
7. Ability to answer inquiries and assist the public in a courteous manner.
8. Ability to operate a personal computer.
9. Extensive experience us Microsoft Office products, including Excel, Word, Publisher, Outlook, and Teams.
10. Ability to navigate Zoom meetings.
11. Ability to understand and follow oral and written instructions.
12. Ability to utilize the internet and e-mail.
13. Ability to maintain and keep records of some complexity and prepare important reports and tabulations from these records; understand and follow oral and written instructions; and establish and maintain satisfactory working relationships with other employees and the public.
14. Experience with updating website and Facebook pages is a plus, but not required.

F. Duties

1. Serves as administrative assistant to multiple districts, maintaining and building relationships with district board members, and other key partners
2. Completing grant reporting and applications
3. Bookkeeping duties to insure correct financial documentation
4. Responding to phone calls in a courteous, positive, and professional manner to provide service and promote soil and water conservation programs
5. Schedule meetings including virtual meetings, and appointments for SWCD boards and staff
6. Prepares correspondence, reports, forms, and other related items by using proper English grammar and business techniques
7. Assists with District Educational Programs
8. Provide administrative support to District Outreach Programs, such as tours, informational, educational events, etc.
9. Using QuickBooks to perform accounting procedures such as processes related to accounts payable and accounts receivable management, accounting entries, monthly reconciliation, as well as preparing financial reporting and analysis
10. Assists the staff in maintaining an overall neat and clean physical appearance of the office.
11. Assists the District Manager, District Conservationist, and other office staff with the preparation of various reports required to administer District, State, and Federal programs.
12. Acts as recording secretary for the SWCD Board of Directors at Board meetings and any special meetings as required. Prepares the minutes for review by the SWCD board secretary and finalizes for Board approval. Required to attend these meetings at the time designated by the SWCD Board of Directors. This requires the flexibility to attend meetings and/or other events outside of normal business hours
13. Maintains a positive working relationship with fellow employees, customers, and cooperating agencies to promote soil and water quality programs with a positive and professional attitude in the performance of duties
14. Perform all other miscellaneous related duties as directed by the SWCD Directors and NRCS District Conservationist

G. Supervisory Controls
Employee is under the direct supervision of the SWCD Chairs. The employee and supervisor confer on field office operations and office procedures. Direction and requests for service may be provided by the SWCD District Directors, Hawaii Association of Conservation Districts Executive Director, NRCS District Conservationist, and office staff.

H. Contact with the Public
Contacts include developers, engineers, landowners, and other individuals and representatives from Federal, State, and County Governments, staff members of NRCS, news media, contractors, consultants, and agencies. Contacts with the public may be in person, in writing or by telephone.

I. Physical Requirements
Must have the use of sensory skills to effectively communicate and interact with other employees and the public using the telephone and personal contact as normally defined by the ability to see, read, talk, hear, handle, or feel objects, and controls. Physical capability to effectively use and operate various items of office equipment, such as, but not limited to a personal computer, calculator, copier, and e-fax.

J. Work Environment and Conditions
Employee will be required to conduct work located outside of the office, such as banking, special projects, and conferences. This also includes assisting SWCD directors, and/or other staff members, with work conducted outside of the office. A valid Hawaii driver's license and reliable transportation is required.
Work involves special physical demands such as lifting up to 30 pounds or more. This position could also require lifting of equipment, display boards, manuals, etc.

K. Time and Attendance
Employee will begin work at 7:30 a.m. and end the workday at 4:00 p.m., Monday through Friday. An allowance of ½ hour will be made for lunch.
Annual leave and sick leave are scheduled and arranged through the SWCD Chairman in accordance with the Employee Manual.
The Maui SWCDs periodically provides administrative support to the Hawaii Association of Conservation Districts at its annual meeting. The meeting is held at various locations in Hawaii and may require overnight trips for this position to provide this administrative support. All expenses associated with this duty will be the responsibility of the SWCD.

L. Civil Rights Responsibilities
All employees of the Maui Soil and Water Conservation Districts are responsible to provide leadership and guidance to assure that delivery of District programs and services are carried out without regard to race, color, national origin, religion, sex, age, marital status, or handicap.

Job Type: Full-time

Pay: $25.00 - $27.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

COVID-19 considerations:
To keep our employee's safe we are following all county, state and federal guidelines, including wearing masks at all times while in the office and in the federal vehicle, limited office entry and occupancy, and requiring all employees to be vaccinated.

Education:

• High school or equivalent (Preferred)

Experience:

• Administrative: 3 years (Preferred)

Work Location: One location