Administrative Assistant I/II/III

Description : Administrative Assistant I

General Statement of Duties

Provide administrative support to all PCWRA employees.

Organizational Responsibilities

Work under the main direction of the Director of Administrative Services but with additional direction from the Assistant Authority Manager and Authority Manger, collaborating with all other team members as needed. This position requires office hours of 8 – 4:30, Monday – Friday and is a 40-hour work week. Maintaining an acceptable MVR is required as this position must run errands using a company vehicle.

Typical Duties and Responsibilities

1.  Manage Office Functions

  • Answer and route telephone and gate calls maintaining a cordial and professional demeanor as the voice for PCWRA.
  • Pick up, open, stamp and route all mail. Including UPS and FedEx packages.
  • Coordinate communications via DropBox, email, etc. with vendors, contractors, engineers, board members, etc.
  • Prepare for all meetings, purchasing any foods, preparing coffee, sending out invites as needed, making copies and sending out of any meeting materials as needed. Cleaning up afterward.
  • Purchase and maintain an available stock of office supplies, placing special orders as needed and expediting when required. Including kitchen supplies and using a company vehicle to go to the store as needed.
  • Manage the cleaning crew ensuring the Administration and Maintenance buildings are kept clean. Daily maintenance of the kitchen in the Administration building ensuring counters are wiped (holding employees accountable when appropriate), and dishes are clean. Monthly cleaning of the refrigerator, including wiping shelves.
  • Plan and oversee office holiday parties, team building events, celebrations, etc.
  • Select uniforms shirts and maintain employee records for maximum purchases on shirts, jeans, boots and coats. Manage uniform services for those employees choosing that service. May include hats or other purchases when budget allows.
  • Ensure employees, specifically any on-call personnel, have functioning cell phones at all times.

2.  Administrative Support for all Departments

  • Provides support as needed for creating labels, excel spreadsheets, preparing certified mail, and any other needs determined by other employees.
  • Maintains all project binders.
  • Provide new document support; creating and maintaining spreadsheets and form documents as needed.
  • Proofread and review documents ensuring quality product is produced.
  • Participate in special projects when requested, assisting any PCWRA employee.

3. Other Duties

  • Monthly billings prepared and mailed.
  • Administer Worker’s Comp paperwork and set appointment for employee doctor visit.
  • Liaison between PCWRA and Worker’s Comp provider.
  • Participate in special projects as needed.
  • Taking notes and creating meeting minutes.
These duties are not all inclusive but represent items that are critical to successfully accomplishing this particular position. 

Required Knowledge, Skills and Abilities
  • Thorough, detail oriented, well organized.
  • Ability to work independently and consistently.
  • Flexible and willing to learn, team player.
  • Honesty, integrity and self-motivation.
  • Understanding of the fiscal responsibility of a political subdivision.
  • Ability to navigate through multiple disruptions.
  • Excellent written/verbal communication skills.
  • Proficient in Microsoft Office (Word, Outlook, Excel, Internet).

Desired Qualifications
  • Previous administrative/office experience. 
  • Ability to take detailed meeting notes. 

Find the full job description here

Administrative Assistant II


General Statement of Duties 

Provide administrative support to all PCWRA Employees.

Organizational Responsibilities

Work under the direction of the Director of Administrative Services (DAS) with additional direction from the Assistant Authority Manager and Authority Manger, collaborating with all other team members as needed. This position requires office hours of 8 – 4:30, Monday – Friday and is a 40-hour work week. Maintaining an acceptable MVR is required as this position must run errands using a company vehicle.

Typical Duties and Responsibilities

1. Assist in Managing Office Functions (if no Admin I, these duties become those of Admin II)

  • Answer and route telephone and gate calls maintaining a cordial and professional demeanor as the voice for PCWRA.
  • Pick up, open, stamp and route all mail. Including UPS and FedEx packages.
  • Coordinate communications via DropBox, email, etc. with vendors, contractors, engineers, board members, etc.
  • Prepare for all meetings, purchasing any foods, preparing coffee, sending out invites as needed, making copies and sending out of any meeting materials as needed. Cleaning up afterward.
  • Purchase and maintain an available stock of office supplies, placing special orders as needed and expediting when required. Including kitchen supplies and using a company vehicle to go to the store as needed.
  • Manage the cleaning crew ensuring the Administration and Maintenance buildings are kept clean. Daily maintenance of the kitchen in the Administration building ensuring counters are wiped (holding employees accountable when appropriate), and dishes are clean. Monthly cleaning of the refrigerator, including wiping shelves.
  • Plan and oversee office holiday parties, team building events, celebrations, etc.
  • Select uniforms shirts and maintain employee records for maximum purchases on shirts, jeans, boots and coats. Manage uniform services for those employees choosing that service. May include hats or other purchases when budget allows.
  • Ensure employees, specifically any on-call personnel, have functioning cell phones at all times.
2. Accounts Payable

  • Match invoices to purchase orders (PO), requiring employees to create PO if missing. Ensuring information on PO is correct and complete. Stamp, code and route incoming invoices for payment approval.
  • Verify three signatures and PO approval signatures (where needed) are on documents.
  • Enter accurate information into accounting software and provide account detail report to the Admin III.
  • Ensure recurring monthly/annual invoices have been received and processed in a timely manner. Being cautious at year end that invoices have been received and input into the correct accounting year.
  • Review PR/PO reports weekly. Looking for account discrepancies as well as missing or wrong information throughout the purchase order. Work with employees for corrections.

3. Document Management (Laserfiche & other files and binders)

  • Under Administrative Assistant III guidance, maintain consistent and timely Laserfiche scanning, labeling and filing.
  • Responsible for searchable content, ensuring documents are filed properly and labeled in a user-friendly format.
  • Responsible for paper documents to be labeled, filed and maintained requiring a check-out for any files being removed from the work room. All new documents must be scanned into Laserfiche prior to proper filing and labeling.
  • Maintain project binders ensuring all original documents are signed and filed.
4. Other Duties

  • Monthly billings prepared and mailed.
  • Monthly bank statement reconciliation.
  • Attend monthly board meeting to set up breakfast and document concise meeting minutes.
  • Annual Property & Liability Insurance and Worker Compensation Insurance reviews and applications.
  • Provide new document support; creating and maintaining spreadsheets and form documents as needed.
  • Proofread and review documents ensuring quality product is produced.
  • Administer Worker’s Comp paperwork and set appointment for employee doctor visit.
  • Liaison between PCWRA and Worker’s Comp provider.
  • Provide backup support for other Administrative Assistant(s) during leave times.
  • Participate in special projects when requested, assisting any PCWRA employee.

These duties are not all inclusive but represent items that are critical to successfully accomplishing this particular position. 


Required Knowledge, Skills and Abilities

  • Thorough, detail oriented, accurate and well organized.
  • Ability to work independently and consistently.
  • Flexible and willing to learn, team player.
  • Honesty, integrity and self-motivation.
  • Understanding of the fiscal responsibility of a political subdivision.
  • Ability to navigate through multiple disruptions.
  • Excellent written/verbal communication skills.
  • Proficient in Microsoft Office (Word, Outlook, Excel, Internet).
  • Basic accounting knowledge (Payables, Billing).
  • Ability to take detailed meeting notes.

Desired Qualifications

  • Previous administrative and/or accounting experience.
  • Ability to obtain accounting certification or diploma.

Find full job description here

Administrative Assistant III

General Statement of Duties

Provide adminstrative support to all departments and PCWRA employees. Requires sufficient knowledge of PCWRA structure, financials, document management, and personnel to make administrative deceisions, exercising indpendent judgment and discretion. 

Organizational Responsibilities

Work under the direction of the Director of Administrative Services (DAS) with additional direction form the Assistant Authority Manager and Authority Manager from time to time, collaborating with other team members as needed. This position requires office hours of 8 - 4:30, Monday - Friday and is a 40-hour wrok week. Maintaining an acceptable MVR is required as this position must run errands using a company vehicle. 

Typical Duties and Responsibilities 

1. Develop and maintain document management (Laserfiche) system.

  • Coordinate with other Administrative Assistant(s) in order to maintain consistent and timely Laserfiche scanning and filing.
  • Responsible for searchable content, ensuring documents are filed properly and labeled in a user-friendly format for staff.
  • Administer Data Management products providing useful tools and processes for PCWRA.
  • Responsible for communication with technical support entity for any issues.
  • Maintains the Admin Console; adding and deleting employees and any other administrative needs.
2. Human Resources/Accounting

  • Assist with new employee orientation and administration.
  • Assist with administration of documents upon employee onboard and exit.
  • Coordinate investments with banking institutions analyzing project needs for future projects.
  • Maintain monthly cash flow sheet. Provide monthly reports to DAS and quarterly reports to Board.
  • Input receivables and journal entries; review payables for accuracy, ensuring a high level of accuracy within the accounting department.
  • Provide monthly payables report for Authority Manager and Board of Directors.
  • Direct liaison with accounting software technical support.
  • Plan for year end, ensuring trial balance is accurate and the annual audit has no material adjusting entries. Create the final CAFR for board approval and submittal to the State auditor and GFOA.
  • Work with department managers to develop the annual budget. Analyze budget requirements with the goal of maintaining reasonable member rates. Prepare the annual budget document for board approval and submittal to the Department of Local Governments.
  • Responsible for accurate asset acquisition, disposition and depreciation; tracking assets in accounting software and capital replacement models.
3. Other Duties 

  • Project coordination; tracking paperwork, accounting and budget while ensuring signed documents are maintained on Laserfiche and dedicated binder.
  • Provide new document support; creating and maintaining spreadsheets and form documents as needed.
  • Participate in special projects when requested, assisting any PCWRA employee.
  • Proofread and review documents ensuring quality product is produced.
  • Provide backup support for other Administrative Assistant(s) and DAS during leave times.
These duties are not all inclusive but represent items that are critical to successfully accomplishing this particular position. An Administrative Assistant III may be required to absorb and share all the administrative duties.


Required Knowledge, Skills and Abilities

  • Thorough, detail oriented, accurate and well organized.
  • Ability to work independently.
  • Flexible and willing to learn, team player.
  • Honesty, integrity and self-motivation.
  • Understanding of the fiscal responsibility of a political subdivision.
  • Excellent written/verbal communication skills
  • Ability to take detailed meeting notes.
  • Excellent written/verbal communication skills.
  • Excellent in Microsoft Office (Word, Outlook, Excel, Access, PowerPoint).
  • Strong accounting knowledge (A/P, A/R, Billing, Journals, Audit).
  • Strong document management skills.
  • Leadership/supervisory skills.

Desired Qualifications

  • Accounting certification or diploma - preferred.
  • 2 years previous administrative and/or accounting experience.
  • Understanding Document Management software
Find full job description here


Please note that there is only one position available. 

Contact :

Deadline for Applying : Open until filled