Administrative Assistant II

Are you passionate about the management and development of natural resources? Do you understand that water is one of our most valuable and important resources? If you want to be part of a dedicated and talented team that works to responsibly manage North Dakota's water resources for a resilient future - then this employment opportunity might be for you. The Department of Water Resources (DWR) is looking for Administrative Assistant II to serve the citizens of our state as a part of Team ND.

DWR offers rewarding career opportunities with a competitive benefits package that includes fully paid health insurance for employees and their families, optional dental and vision coverage, retirement plan options, voluntary insurance programs, and accrued annual and sick leave.

The State of ND offers 40 hours of new hire leave at the beginning of employment, in addition to standard monthly leave accruals. Team members who were previously employed with a state agency and are eligible for reinstatement, as defined in NDAC 4-07-05-01.1, or who are granted an interagency transfer are not eligible for new hire leave.

The salary range for this position is $4,000 to $4,925 per month (dependent upon experience).

Summary of Work

Provide comprehensive administrative support to the Planning and Education, Regulatory, and Water Development Divisions as part of the Administrative Services Division within the Department of Water Resources.

Duties and Tasks

• Manage staff calendars - including leave and vehicle check-out.
• Assist directors with calendar management, meeting coordination, and scheduling-related communications.
• Sort, scan, and OCR incoming mail and route to appropriate team members.
• Organize and prepare outgoing mailings.
• Manage mailing lists.
• Compose, edit, type, and file correspondence.
• Answer telephone calls, greet visitors, and provide information or directions.
• Notarize documents. (Not required to be a current Notary to apply.)
• Coordinate travel arrangement registrations and set up meetings.
• Reconcile purchasing cards (P-Card).
• Process and coordinate procurement activities using P-Cards.
• Make copies for special projects and put in binders or folders as needed.
• Records management.

• Support Drought Disaster Livestock Water Supply Program efforts when activated.
• Assist with Cost-Share Program (WebGrants) information input and routing.
• Data input review and scan/OCR cost-share documents for databases and routing.

• Organize meeting packets, draft meeting minutes, and publish meeting minutes.
• Provide research support, and develop maps, tables, and figures for reports and memos.
• Prepare agreements using existing templates.
• Organize and manage division-specific records (project records, survey records, easement records, water quality data).
• Develop reimbursement requests based on agreements and invoices, and route payment vouchers.

• Support the National Flood Insurance Program State Coordinator, including assistance with maintaining the floodplain administrator list; and data entry into the Community Information System for General Technical Assistance activities.
• Support division-specific database management, including assistance with maintaining the Applicants database; input of received subsurface water management permits and construction completion notifications; and permanent electronic filing of digitized paper records.
• Manage responses to division-specific calls regarding application or determination status update requests.
• Support database data entry and retrieval.

• An Associate's degree and two years of work experience performing a variety of complex office support. (Note: DWR will consider substituting additional work experience for the education requirement on a year-for-year basis if the experience provides the knowledge and skills required to perform the duties of this position.)
• Excellent time management and organizational skills.
• Working knowledge and understanding of personal computer and word processing software usage.
  

• Associates degree in a supporting field.
• Data entry and data management experience.
• Familiarity with office equipment and proficiency in using technology for administrative tasks.
• Notary public.
  

• Cover letter (addressed to Human Resources)
• Resume;
• Copy of all college transcripts, and;
• Thename,address, andphone numberofthree professional references (no letters of reference please).