Administrative Assistant

General Description

Under the guidance of the Project Manager, the Administrative Assistant will perform a variety of specialized duties and is responsible for providing administrative support to the Southern Nevada Water Authority (SNWA). In addition to administrative support, this position will contribute to the success of a strong and complex Water Authority utility by facilitating special projects and supporting the administration of departmental goals.

How You Will Fulfill Your Mission

• Maintains and updates specialized and custom forms, databases, logs, files, records, and reports to support technical work processes in areas of responsibility. 
• Organizes, maintains, and updates confidential subject, project and specialized technical files, documents, and records; creates, maintains and updates filing systems; copies, compiles and distributes contracts, reports, documents, and other materials.
• Prepares technical worksheets, tables, and computations; establishes and maintains databases of information to track pending projects, budget expenditures, and facilities requests and services.
• Responsible for collecting and verifying timekeeping information for all employees. 
• Monitor employee training needs and schedules; coordinates scheduling of required District and Occupational Safety and Health Administration (OSHA) safety training classes. 
• Manage and maintain individual and section calendars; coordinates scheduling of personal leave and vacation time with consideration to staffing requirements; follows up on appointments and ensures appropriate paperwork has been processed in a timely manner.
• Maintains library of vendor, equipment, and contract information; maintains databases of equipment warranty information, reasons for failures and replacement or repair of by vendors; distributes spec sheets to other departments; maintains history of electrical motors at well sites and pumping stations; tracks oil analysis samples and results.
• Provides backup support for section supervisors and staff.
• Processes, maintains, and edits purchase and blanket orders; maintains logs of open and closed purchase orders; checks on open and partial orders.

The duties and responsibilities described in this position description in no way state or imply that these are the only duties performed. This position may require that additional duties and responsibilities be performed.

Why We Value You

• You are able to work independently and show a high level of initiative and attention to detail.
• You have a consistent character and do not yield to pressure to compromise or cut corners.
• You have a strong ability to communicate effectively with superiors, colleagues, and customers by clearly expressing your intent and understanding the focus and purpose of the conversation while allowing each person to get their point across.
• You are open to new ideas and innovations and can create modifications or changes in yourself to adapt or suit a new environment/situation. 
• You have faith in your own ideas and ability to be successful. 
• You hold yourself to the highest standard and work to inspire your team to produce quality work.

Specific Knowledge/Certification Requirements

Minimum Qualifications  

• High school or G.E.D. equivalent 
• Four (4) years of office administrative or secretarial experience; or an equivalent combination of training and experience.
• Experience completing payroll and working with various electronic payroll systems.
• Excellent Communication skills.
• Ability to multitask and work in a fast-paced environment.

Preferred Qualifications

• Bilingual in English and Spanish

Working Conditions

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of the job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

• Physical Demands: While performing the duties of this job, the employee may be required to walk, sit, or stand for extended periods of time; reach with hands and arms; balance; stoop; talk or hear; have sufficient manual dexterity to operate a keyboard, calculator, telephone, and other such office equipment as necessary; may occasionally move and/or lift up to 50 pounds or more with assistance.  Specific visual abilities required by the job include close vision, distant vision, color vision, peripheral vision, depth perception, and the ability to adjust and focus.
• Work Environment: Work will mainly be performed in an office setting and occasionally with irregular hours.
• Travel: A low to moderate amount of travel away from office may be required.