District Office Secretary | Papio-Missouri River NRD, Omaha
Nebraska Association Of Resources Districts
POSITION DEFINITION/CLASSIFICATION - SALARY GRADE 5: Full Time/Hourly
NORMAL WORK SCHEDULE: Monday through Friday; 8:00 to 4:30 p.m. with one-hour
lunch and two 15-minutes breaks or equivalent.
OFFICE LOCATION: Natural Resources Center
SUPERVISOR: Administrative Coordinator
DESCRIPTION: Performs secretarial and clerical duties in support of the District’s programs and projects. Responsibilities require a working knowledge of standard office procedures, administrative practices, and office equipment to ensure efficient daily operations.
SPECIFIC RESPONSIBILITIES
1. Prepares, types and reviews correspondence, rough drafts, technical documents, charts, reports, brochures, publications, spring and fall levee inspection records, Emergency Operations Manual updates. Drafts and prepares correspondence and other documents as requested by project managers.
2. Assists Project Managers in coordinating and preparing Requests for Proposals (RFPs) for professional services supporting District programs and projects. Assists with the preparation and distribution of contract documents for District programs and projects.
3. Assists Project Managers with coordination, research, and data entry on a variety of projects to include: Chemigation Program, NDWEE Inspection Reports Emergency Action Plans, Phase 2 Groundwater Areas, GIS assistance for additional District programs and projects
4. Assists in the preparation of correspondence to Nebraska State Senators and testimony to the Nebraska Legislature.
5. Proofreads and edits letters, memos, and other documents prepared by project managers for spelling, grammar, clarity, and content, and then finalizes the documents for distribution. Assigns appropriate file codes to all documents in accordance with filing procedures.
6. Assists with general office duties, i.e., assists with preparation for meetings, assists with mailings, and electronically distributes incoming faxes.
7. Serves as receptionist for the Natural Resources Center by answering and directing phone calls through an automated attendant telephone system, greets and assists visitors. Opens and distributes incoming mail, and routing deliveries to appropriate departments or personnel.
8. Assists with coordinating meeting room and group shelter reservations for District personnel, in-house agencies, and the public in the Building Manager’s absence. Provides support for scheduling, reservation inquiries, and customer service, and assists with the annual mailing to regular meeting room user groups for updates.
9. Maintains a variety of District in-house lists, i.e., NRC phone listing and emergency call sheets.
10. Provides customer service and general information to the public regarding District programs, policies, and recreational opportunities. Responds to questions about Papio NRD Recreation Areas and Canoe Access Areas, explains applicable rules and regulations, and offers information about local recreation areas and Nebraska State Parks.
11. Performs other duties as assigned.
WORK REQUIREMENTS:
Education and Experience:
1. Minimum of three (3) years of secretarial experience.
2. Minimum of a high school education
3. Proficiency operating office equipment, including computers, printers, copies, and postage machines.
4. Proficient in Microsoft 365, including: Word, Excel, PowerPoint, Outlook, Share Point, and Microsoft Teams.
5. Demonstrated ability to exercise sound judgment, make effective decisions, and maintain a high-level of accuracy and attention to detail.
6. Maintain a professional appearance and demonstrate a positive, professional attitude that reflects well on both self and the District.
Physical:
1. Must successfully complete a pre-employment medical examination, including drug screening and a background investigation.
2. Must possess normal or corrective vision sufficient for detailed office work.
3. Must have full use of arms and hands to perform essential job functions.
4. Must be able to lift and carry up to 20 pounds.
5. Must be able to work effectively under pressure and respond appropriately in stressful situations.
DIMENSIONS:
1. 40% of time spent on word processing and data entry.
2. 20% of time spent on general administrative and clerical support.
3. 40% of time spent on receptionist duties, including answering telephones, handling mail, receiving deliveries, and managing fax communications.
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