Summary:
The Suffolk County Water Authority is seeking a motivated and detail-oriented Administrative Assistant to work with our Pine Barrens Division. The successful applicant is responsible for providing a variety of clerical, administrative, and support staff duties to maintain records and information related to the general office operation for the Division.
 

Job ID/Number:
 

Posted Date:
9/22/2020
 

Job Location:
 

Position Type:
Full Time
 

Division:
Central Pine Barrens
 

Description:

The Suffolk County Water Authority is seeking a motivated and detail-oriented Administrative Assistant to work with our Pine Barrens Division. The successful applicant is responsible for providing a variety of clerical, administrative, and support staff duties to maintain records and information related to the general office operation for the Division.

Duties and Responsibilities:
• Greets and assists visitors, answers telephone, screens phone calls and takes and distributes messages.
• Prepares and copies meeting-related materials, attends and records meetings, prepares meeting notes and minutes.
• Prepares purchase requisitions, receives goods and processes invoices.
• Sorts and distributes incoming mail. Prepares and completes individual and mass mailings.
• Prepares purchasing card and petty cash reports.
• Orders supplies and equipment and maintains storage room.
• Assists with archiving records: completing forms, boxing documents, scanning documents and maintaining tracking database.
• Schedules and confirms appointments, meetings, and vehicle maintenance.
• Schedules stenographer for hearings and placement of hearing notices in newspapers.
• Performs word processing and typing of reports, correspondence, memorandums, forms, and other similar office paperwork for technical staff and Executive Director and Deputy Director.
• Maintains office files and filing system.
• Provides administrative support at work-related events, which may include New York Wildfire and Incident Management Academy and Pine Barrens Discovery Day.
• Assists with the preparation of voucher and payment reimbursement submittals related to grants and contracts with other state and federal entities.

Qualifications:
• Proficient in MS Office 365 (Word, Outlook, Excel, MS Publisher, and other office programs, especially using Outlook to generate labels, perform group emails and maintaining contacts using public folders.) Proficient in WordPerfect, Adobe Acrobat Reader and Pro, PowerPoint and working with graphic and digital images.
• Ability to learn and operate new electronic software such as EventsPro, e-ISUITE for Incident Management and Incident Command System, Zoom and Constant Contact for meetings and events.
• Excellent verbal, written, communication and organizational skills.
• Proficient typing skills, at least 50 wpm or more.
• Ability to perform basic math calculations and proficient in using spreadsheets.
• Proficient at taking meeting minutes and notes.
• Ability to work cooperatively with others and interface with the public and others on a professional level both on the telephone and in person.
• Ability to understand and use internet browsers such as Microsoft Edge and Google Chrome and email programs such as Outlook.
• Ability to use facsimile machine, photocopiers, electronic scanner, binding machine, folding machine, digital recorder.
• Notary Public or willing to become a Notary Public.

*The Authority may accept an equivalent combination of education and experience to meet the requirements*
Interested candidates should submit their application/resume with salary requirements via the SCWA website (www.scwa.com and click “Career Opportunities”). Annual salary is commensurate with education and experience. Applications will be accepted until position is filled.
(The Authority shall not employ relatives of employees as defined to mean an employee's spouse, child, stepchild, stepparent or direct descendant of grandparents of the employee as defined in the New York State General Municipal Law 810.)