SOUTH CENTRAL WORKFORCE COUNCIL (SCWDC)
Location: Yakima County
Reports to: Director
Position Information: Full time
This position is responsible for administrative support to the Director, the Board of Directors, Consortium of County Commissioners (for Yakima, Kittitas, Klickitat and Skamania Counties), and agency administrative and program staff. The position provides a lead clerical and office support role in the administration of federal and state employment and training programs.
Essential Job Functions:
Meeting Coordination, Scheduling and Support
Coordinates Board of Directors, committees and administrative staff meetings; preparing agendas, making space or teleconference arrangements, post public notifications as required, sends announcements and ensures meeting supplies and materials are available.
Coordinates South Central County Commissioner Consortium meetings preparing agendas, making space or teleconference arrangements, post public notifications as required, sends announcements and ensures meeting supplies and materials are available.
Takes, transcribes and publishes minutes of SCWDC Board, committee meetings, partnership and Consortium meetings.
Coordinates agenda items and resolutions with the County Commissioners office.
On behalf of the WDC Board and administrative staff, coordinates activities, meetings and events; securing locations, sending out notifications and ensuring supplies and materials are available.
May take transcribe and publish minutes for public forums or other agency meetings arranged by administrative staff.
Maintains calendars of meetings and events.
Greets public providing information and directing guest to staff.
Answers phones and responds to inquiries from the public, service providers and public regarding program services.
Takes and distributes messages from guest or phone contacts.
Document Transmittal, Filing and Record Retention:
Receives, date stamps and reviews for distribution incoming documents such as participant files, correspondence, agendas, schedules, training materials, reports, articles, pamphlets, billings, forms, grant and agreement packages and other documents according to agency procedures.
Receives, date stamps, reviews and distributes requisitions, inventory records and billings according to agency procedures.
Maintains physical and electronic filing system to store and retrieve agency grants, sub-agreements, contracts, reports, internal and external correspondence, and other relevant documents and records.
Ensures files and records are maintained securely (and confidentially when required), orderly and according to procedures of the agency.
Receives and date stamps checks and receives cash, posting in the SCWDC Receipt Log. Distributes checks, cash and receipt log to appropriate administrative staff according to agency procedure.
Receives, transmits, handles and files confidential information according to agency procedure.
Grants, Contracts, Sub Agreements and Sub Contracts:
Date Stamps, reviews and analyze incoming grant and contract packages, billings, invoices cash request and other correspondence in order to determine timelines for routing to appropriate staff.
Reviews and word processes grant/agreements and sub contracts/agreement packages and forms according to instructions of Coordinating and Program Management Staff.
Monitors routing of grants, contracts, agreements, sub contracts and sub agreements to insure reviews processing are completed to meet deadlines.
Maintains the grants, contracts, agreements, sub contracts and sub agreements log, tracking the process of the documents by using the appropriate checklist as a guide and according to agency procedure.
Routes grants, agreements, sub contracts and sub agreements to appropriate agency units for review and according to agency procedure.
Mails and transmits correspondence, grants, contracts, records and other documents according to agency procedure.
Word Processing and Data Entry:
Prepares reviews and grammatically edits agency correspondence and outgoing documents for correctness, and accuracy.
Develops and maintains computerized databases of SCWDC Board, committees and community mailing list.
§ Assist administrative staff in the development of proposals and applications, performing word processing and spreadsheet function, developing charts and list and other task as directed.
Assist administrative staff in the development of the strategic and operations plans, performing word processing and spreadsheet functions and other tasks as directed.
Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, and/or presentation software.
Assist administrative staff in preparing the audit plan, monitoring plan and other required forms. Reviews documents for correctness and accuracy.
Assist Human Resource staff with posting job announcements, advertising and ensuring authorized signatures are on personnel forms.
Assist Council fiscal unit reviewing financial statements and reconciliations.
Other Job Functions:
Arranges for office equipment service; and inventories/orders supplies
Serve as office contact with landlord for office building issues
Monitors and places orders for office supplies and makes travel arrangements for staff and Board of Directors.
May assist other units with data entry, such as Management Information System, state data base programs as required.
Performs other job related duties as required
May serve as a lead to other clerical staff as required.
Working Conditions/Physical Requirements:
Requires extended periods of typing on keyboard and viewing computer screen; working with the public; sitting for extended periods, and use of personal vehicle for job related local travel; reaching, standing, stooping, mobility, fingering, grasping, feeling, talking, hearing, seeing and repetitive motions. Duties are sedentary and performed primarily in an office setting. Exerting up to 20 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects including the human body.
Personal computer, printer, copier, projection screen, calculator, fax, phone, scanner, electronic recording device, paper punch, stapler, personal vehicle.
High School Diploma or General Equivalency Diploma (GED) and two years office or experience that demonstrates the skills and abilities to perform the job; or an equivalent combination of post-secondary clerical/administrative education and experience which demonstrates the ability, knowledge, and skills to successfully perform the essential duties of the job.
Knowledge (upon entry):
Grammar, spelling and punctuation, basic office procedures (filing, routing, giving and receiving information), file maintenance techniques, minute taking techniques, customer service techniques, phone etiquette, office practices and procedures; computer e-mail, spreadsheet and word processing applications, effective Internet use, basic mathematics, and effective written, presentation software and oral communication methods.
Skills and abilities (upon entry):
Ability to work with minimal supervision and to provide direction and guidance to other support staff; to review written and computer documents for accuracy; to work cooperatively with staff at all organizational levels; to communicate orally and writing sufficient to exchange or convey information, to give instruction and to receive work direction; to apply judgment and make decisions based on concrete and abstract information and instruction; to use MS Outlook, Excel, Word software programs; to multi-task, coordinate and prioritizing work activities.
Special Note: Bilingual English-Spanish desirable but not required.
How to Apply:
Submit application and resume to the South Central Workforce Council. Applications can be obtained from the South Central Workforce Council, 1205 Ahtanum Ridge Drive, Suite B Union Gap, WA, 98903, or at the South Central Workforce Council Website: http://www.southcentralwdc.com. Please submit by 5:00 p.m. on May 7, 2018. Position is open until filled.
The South Central Workforce Development Council is an equal opportunity employer and provider of employment training services. Auxiliary aids and services are available upon request to persons with disabilities.
TTY Relay 1-800-833-6388
SERVING KITTITAS, KLICKITAT, SKAMANIA & YAKIMA COUNTIES
The South Central Workforce Development Council is an equal opportunity employer and provider of employment training services. Auxiliary aids and services are available upon request to persons with disabilities. TTY Relay 1-800-833-6388. Priority service will be given to qualified veterans and eligible spouses for employment and training services offered through certain federally funded programs. Contact your local WorkSource office for information on a range of employment and training related services available. Staff can explain priority of service and other program eligibility requirements.