Administrative Assistant I/II - Solid Waste

Kenai Peninsula Borough•Soldotna, AK

8d•Onsite

About The Position

Under the general direction and supervision of the Solid Waste Director or designee, the Administrative Assistant I/II provides administrative support to the Solid Waste department.

Requirements

High school diploma or GED
Three years of combined administrative and accounting support experience.
Type 50 wpm
Operate 10-key calculator by touch
Proficient with Microsoft Word, Excel
Familiar with publication and finance computer programs
Ability to work with minimum supervision.
Must possess a valid, unrestricted Alaska driver's license.
Possesses a developed knowledge of Solid Waste departmental process and protocol.
Trained in the implementation and utilization of KPB specific financial system process and software.
Trained in the specific KPB processes associated with purchasing and contracting.
Trained in the utilization of KPB SW specific software systems associated with waste tracking.
Trained in the utilization of database systems, to include SharePoint.

Responsibilities

Answers emails, telephone, greets visitors, and ascertains nature of business and refers caller/visitor to appropriate individual(s).
Composes letters, maintains files and mailing lists, schedules appointments and meetings. Makes travel arrangements.
Collects, sorts and distributes incoming mail. Prepares bulk mailings of department materials.
Transcribes meeting notes from attended, and/or recorded meetings.
Types, copies and files correspondence, forms, reports, plan sheets and other records and solid waste department documents for solid waste construction, operations, and environmental programs. Assists in maintaining associated solid waste files.
Transfers and retrieves files to/from the records management archive.
Travels to local vendors on an as-needed basis to procure and transport departmental supplies and materials.
Develops information and promotion material for: departmental outreach, staff training, public presentations and displays. Assembles displays and participates in public promotion events.
Manages and edits the Solid Waste department web page.
Provides general departmental information to solid waste vendors, contractors and the public regarding solid waste related matters, including: hours of operation, disposal locations, disposal process and policies and procedures.
Responsible for accounting functions including: Processes statements and tracks invoices relative to solid waste disposal fees. Processes invoices and purchases orders. Tracking solid waste accounts, grant and bond expenditures for projects. Assists in annual budget process. Compile, and analyze financial data for disposers, reports or other projects.
Supports the bidding process for department projects, operations, professional services, and supplies bidding, in compliance with KPB purchasing policies. Prepares and assembles documents associated with departmental purchase. Supports other staff in processing quote solicitation(s); gathering responsive bids and required documentation to support bid award and PO creation. Supports the issuance of short form contracts, related to periodic support services; assembling required documents and administering the DocuSign process.
Monitors solid waste user fee data collection software, provides staff training on software, and compiles, analyzes, and reconciles the data, including solid waste volumes and tonnages for disposers, reports, or other projects.
Maintains asset inventory of all major solid waste equipment and purchases.
Assists Solid Waste staff with the clerical preparation of permit applications and reporting requirements.
Supports the Administrative Assistant/Contract Administrator with the preparation of statistical reports and legal documents including: agreements, contracts, studies, memorandums, resolutions, ordinances and permits. Analyzes data through the use of Excel, database software or other analytic software tools.
Assists the Administrative Assistant/Contract Administrator with support to the Solid Waste Department, Central Peninsula Landfill, and satellite transfer facilities; including daily operational tracking of material disposal quantities and costs, purchasing functions, preparing contracts, data collection and input, tracking heavy equipment and leachate system data, maintaining asbestos records, and special projects.