Operations Assistant

Operations Assistant

Open Date: Saturday, April 8, 2023

Applications will be reviewed starting Friday, April 28, 2023.

Applications will be accepted until the position is filled.

The Tualatin Soil and Water Conservation District (TSWCD) is hiring an Operations Assistant (Assistant) to join the District. The Assistant is responsible for providing administrative support to the Director of Finance & Operations.

Application Instructions:

Please submit a current resume (maximum two pages), cover letter (maximum one page), and three references in PDF format. In your resume and cover letter, please highlight your experience in relation to the “Essential Job Duties” as listed in the position description below.

Submit your completed application materials (mail or email accepted) to:

Kelly Dawes, Director of Finance and Operations

Tualatin Soil and Water Conservation District

7175 NE Evergreen Parkway, Suite 400

Hillsboro, OR 97124

Kelly.dawes@tualatinswcd.org

Equal Employment Opportunity Statement

The Tualatin Soil and Water Conservation District is an equal opportunity employer, providing services to the public without regard to race, color, national origin, gender, religion, age, disability, political beliefs, sexual orientation, and marital or family status.

Veterans’ Preference

Under Oregon Law, qualified veterans may be eligible for veterans’ preference when applying for TSWCD positions. If you are a veteran and would like to be considered for veterans’ preference for this job, please provide qualifying documents with your application submittal.

Position Description

Operations Assistant

General Position Summary:

The Operations Assistant (Assistant) is responsible for three major areas: administrative support to the Director of Finance & Operations, the leadership team, and general administrative support to all TSWCD staff and board of directors. This position requires strong communications skills, applying good judgement in various situations, handling confidential documents/information, and maintaining balance among multiple and shifting priorities.

Salary and Benefits:

This position is full time plus benefits. Salary is dependent on experience. Medical and dental insurance are available after 60 days. 100% TSWCD-paid short-term disability, long-term disability, and life insurance available after 180 days. TSWCD will contribute 5% of the gross earnings per pay period to a 457(b)-retirement plan after 180 days. The salary range for this position is $47,826.00 - $55,000.00.

Essential Job Duties:

Program Support

Duties to support this function include:

· Review and record incoming contractor invoices;

• Maintain spray log data and record for National Pollutant Discharge Elimination Systems (NPDES) reporting;

· Manage intake from email, phone calls, and the website contact form;

· Manage staff apparel, field gear, business cards, name tag orders;

· Send and maintain TSWCD PandaDoc documents;

· Support Grant program with contract management;

· Perform other duties and responsibilities as requested.

U

Administrative Support to the Director of Finance and Operations

Duties to support this function include:

· Collect and process mail;

· Generate cash transaction forms for payment;

· Obtain Director signatures on checks and mail;

· Record all deposits received; make deposits at the bank;

• Maintain all business registries with federal and state agencies;

· Assist in ensuring efficient and effective financial operations as requested;

· Assist with coordinating and coding payables for processing with minor accounting functions;

• Maintain all TSWCD documents according to Oregon public records law;

· Assist with and coordinate processing of public records request;

• Manage the office supplies and office equipment for all TSWCD employees and directors;

· Support facilities management activities:

o Monthly office/vehicle safety inspections

o Daily observations of overall office safety and cleanliness;

o Office equipment maintenance;

• Help with IT and systems support contractors;

o Routine vehicle maintenance;

o Manage vehicle mileage logs.

• Support the onboarding/offboarding of staff as needed;

· Communicate and coordinate annual benefit enrollment-related duties with TSWCD staff;

· Assign and manage all TSWCD staff safety training;

· Participate on the Safety Committee;

• Greet and direct office visitors, answer main office telephone lines, respond to requests for information and/or forward messages to appropriate staff;

· Perform other duties and responsibilities as requested.

Board of Directors

Duties to support this function include:

· Knowledge of state, federal, and Roberts Rules of Order meeting rules;

· Knowledge of TSWCD rules and policies;

· Prepare newspaper notices for the board, committees, and special meetings;

· Prepare board packets for monthly meeting;

· Meeting room setup;

• Take meeting minutes at board and committee meetings;
• Attend partner meetings as assigned;
• Communicate with directors as needed.
• Assist District staff with ad hoc report needs.

Secondary Functions:

Staff Coordination

Duties to support this function include:

• Prepare and coordinate monthly staff meetings with Executive Director;

· Take minutes at staff and committee meetings;

• Work on partner projects as assigned;
• Coordinate annual meeting and corresponding event.

Outreach Assistance

Duties to support this function include:

• Assist outreach with education materials delivery;

· Collect items needed for outreach;

• Secure insurance for activities.

Implementation of TSWCD Policy

Duties to support this function include:

· Maintain TSWCD files according to established policy;

· Maintain time and attendance reports according to TSWCD policy.

TSWCD Support and General Activities

· Represent TSWCD in a positive and professional manner to constituents, clients, public officials, community groups, and other business partners;

· Attend business related functions as requested;

· Actively participate and contribute to equity-related efforts;

· Other duties as assigned.

Knowledge, Skills, and Abilities:

This position is detail oriented, requiring performance of the following essential job functions:

· Attention to detail;

· Strong documentation and organization skills;

• Effective communication skills with email, phone, letters, in-person, etc.;

· Utilize basic math to review invoices and herbicide use reports;

· Intermediate knowledge of all Microsoft Office products; i.e., Excel, Word, Power Point, etc.;

· Some event planning;

· Ability to perform a wide range of research;

· State, Federal, and TSWCD policy knowledge.

Education and Experience:

The following experience and special qualifications are required to perform the duties of the assistant position:

• Minimum of 24 months experience in administrative or related professional experience;

· A working knowledge of Microsoft Office products, i.e., Excel, Word, PowerPoint;

· Minimum of two years’ experience with accounts payable.

o Reviewing line items against contracted rates;

o Preparing invoices to be paid.

· Minimum of two years’ experience with cash/check depositing;

· Minimum of two years’ experience accounts receivable billing;

· A working knowledge of digital signature programs, i.e., PandaDoc or Docusign;

· Must be proficient in English (spoken and written) for communicating with TSWCD Staff, TSWCD directors, partner agency staff, and office callers and visitors.

Additional knowledge and skills that would benefit the person in this role to perform the duties of the Operations Assistant position at a fully proficient level:

· Previous experience in an environment that follows public laws. Not limited to:

o Public records;

o Public meetings;

o Ethics;

o Record retention policies;

o Public record requests.

· Knowledge of Quickbooks;

· A valid Oregon driver’s license and clean driving record. (Clean to be determined by the TSWCD insurance carrier);

· Knowledge of natural resource conservation issues and local environmental agencies and organizations.

Work Location

The TSWCD office is the primary work location for this position; and is a smoke-free and drug-free environment. Work will be conducted from the TSWCD facilities or specific work site locations identified by TSWCD.

Working Conditions

The Assistant will be required to travel, participate in conferences, give internal presentations, and may work evenings and weekends to meet project deadlines, attend events, and complete position responsibilities.

The work environment is usually well protected (performed indoors), free from hazards or obstacles, with extended periods at a desk. There is little element of personal risk or hazard. Job conditions are usually comfortable, with only occasional issues of confinement, temperature change, incident of noise, or interactions of a disagreeable nature, etc.

Job Type: Full-time

Pay: $47,826.00 - $55,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift

Ability to commute/relocate:

• Hillsboro, OR 97124: Reliably commute or planning to relocate before starting work (Required)

Work Location: In person

Salary : $47,826 - $55,000