DESCRIPTION

To provide administrative support for Ramsey/Washington Recycling & Energy (R&E); to provide a comprehensive range of office support services; and to perform related duties as assigned.

EXAMPLES OF WORK PERFORMED

Promote a diverse, culturally competent, and respectful workplace.
Manage calendars, schedule appointments, and arrange meetings.
Prepare meeting agendas, gather needed information and materials, and take and distribute minutes.
Process and track expenses, invoices, and reimbursements.
Coordinator travel arrangements, including booking flights, accommodations, and transportation.
Prepare and distribute correspondence, memos, and reports.
Assist with organizing and coordinating events.
Screen incoming calls and mail; independently respond to inquiries, complaints, and concerns by gathering and providing both technical and routine information on R&E programs and services; route calls and mail to appropriate staff; handle confidential information with discretion and maintain compliance with Minnesota Data Practices Act in releasing information.
Greet visitors and vendors.
Compose and type correspondence to request information, clarification or documentation, answer complaints or supply information on both routine and substantive matters requiring technical knowledge and interpretations of a variety of rules and regulations.
Gather information, make calculations and prepare statistics in order to assemble a variety of reports, presentations, charts or manuals: gather information and conduct research on special projects as assigned by supervisor.
Order and maintain materials, supplies and equipment and authorize payment for related bills.
Set priorities for carrying out administrative functions to maintain the smooth operation of the office as well as meet deadlines.
Provide general office support duties such as photocopying; faxing; preparing, maintaining and updating files; entering and assembling data; and developing and maintaining file and information retrieval systems, both manual and automated.
Comply with other duties as assigned.

(The work assigned to a position in this classification may not include all possible tasks in this work and does not limit the assignment of any additional tasks in this classification. Regular attendance according to the position's management approved work schedule is required.)

ESSENTIAL FUNCTIONS: 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, 13, 14, 15

SUPERVISORY/MANAGERIAL RESPONSIBILITY
None.

WORK ENVIRONMENT
Standard office setting. Includes auto travel with exposure to seasonal weather. Periodic access to the production facilities at the R&E Center. Lighting, temperature and noise level are typical for an industrial production facility, scale house and offices, although hearing protection is required or recommended at the production facilities as directed by operations’ supervisors. Work is generally sedentary but requires some walking, standing, stooping and reaching. Lift up to 10-15 pounds occasionally as needed. Duties involve viewing a computer screen up to 6 hours daily and frequent use of other office equipment.

INTERNAL/EXTERNAL RELATIONSHIPS
Daily contact with R&E staff and leadership to receive or provide information or schedule meetings. Daily to weekly contact with county staff and R&E consultants and vendors to obtain or provide information or schedule meetings. Regular contact with the public to respond to inquiries or complaints. Regular contact with vendors or repair personnel to purchase or maintain supplies and equipment.

IMPACT OF SERVICES/OPERATIONS
Duties’ impact on R&E’s capability to effectively carry out its function: Proper performance of duties results in R&E staff and leadership receiving accurate, timely information with which to make decisions; effective office procedures that provide for a steady work flow and a reliable system for filing and retrieval of information; accurate and timely completion of projects to meet deadlines, and comply with laws or meet contractual obligations. Improper performance of duties results in external and internal complications due to providing inaccurate information, figures or statistics; loss of R&E time or resources due to errors or inefficiencies; lawsuits or complications due to improper handling of confidential information; a negative image for R&E with the public, County departments and other government agencies due to inefficiency or poor public relation skills; and a decrease in service to customers because of poor scheduling, ineffective transmission of information or office inefficiencies.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

Knowledge of operation of personal computers in a Microsoft Office environment, photocopier, calculator, and telephone equipment.
Knowledge of business English, spelling, and grammar.
Knowledge of office practices and procedures.
Knowledge of R&E structure, programs, operations and terminology.
Knowledge of laws and regulations pertaining to R&E.
Knowledge of payroll and personnel transaction procedures (depending upon assignment).
Ability to establish and maintain effective working relationships with coworkers, vendors and the public.
Ability to communicate effectively by phone and in person.
Ability to understand and carry out complex oral and written directions.
Ability to perform mathematical calculations.
Ability to establish and maintain filing systems.
Ability to determine priorities, plan workloads and meet deadlines.
Ability to type 55 words per minute.
Ability to handle confidential information with discretion and in accordance with the Data Practices Act.
Ability to interpret R&E policies and procedures to vendors and the public.

MINIMUM QUALIFICATIONS

Education: High school diploma or equivalent.

Experience: Four years of clerical experience, including two years working in administrative functions.

Substitution: An Associate’s degree may substitute for two years of the required experience. A Bachelor’s degree may substitute for three years of the required experience.

Ramsey/Washington Recycling & Energy

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