Administrative Assistant I - Office Services

Grant County Public Utility District•Ephrata, WA

17h•$28 - $41•Onsite

About The Position

Under general supervision, this position provides administrative and operational support for the office services function by serving as the primary point of contact and coordinator for the Office Services department. This role ensures the efficient and accurate execution of daily business operations, including mail services and print shop functions. Responsibilities include monitoring and maintaining office equipment to ensure optimal performance, coordinating print production requests, and ensuring the timely delivery of completed materials. The position also collaborates with internal departments to process customer correspondence and acts as the primary liaison for the organization’s contracted courier service.

Requirements

High school diploma or GED equivalent.
Two (2) years of administrative support experience.
Demonstrated proficiency with Microsoft Office applications (Word, Excel, Outlook, etc.).

Nice To Haves

Associate degree in business administration or a related field.
Familiarity with scheduling software, document management systems, or other office platforms.
Basic knowledge of general office operations and administrative procedures.
Ability to prioritize tasks, meet deadlines, and maintain confidentiality.
Effective written and verbal communication skills.
Ability to follow established procedures and seek guidance when needed.

Responsibilities

Coordinate and administer district-wide office services operations, including mail, courier, print, office supply, and related administrative support services, ensuring efficient, timely, and customer-focused service delivery.
Serves as the department's subject matter expert for mail, courier, print and office services operations.
Coordinate district-wide mail, courier, and package delivery services, including maintaining mailstop directories, courier schedules, and related reference materials.
Monitor office services equipment performance; coordinate maintenance and repairs, troubleshoot operational issues, and recommend equipment replacement as needed.
Manage print shop operations by coordinating, producing, and delivering printed materials, including copying, binding, laminating, and other document services.
Administer office services vendor relationships, including coordinating contracted courier services and verifying and processing invoices, permits, and fees for USPS, FedEx, UPS, and other service providers.
Maintain office services resources, including the department SharePoint site, operational documentation, and inventory records.
Manage inventory, ordering, and distribution of office supplies and employee recognition items to support organizational operations.
Complete authorized purchases using a procurement card and reconcile monthly transactions in accordance with established financial procedures.
Coordinate work across multiple departments and external vendors to ensure efficient delivery of office support services.
Independently prioritize workload, resolve operational issues, and respond to changing business needs while meeting established deadlines.
Provide training, guidance, and technical support to employees on office services processes, equipment, and procedures.
Identify, recommend, and implement process improvements that enhance operational efficiency, customer service, and quality.
Perform a variety of administrative support duties, including scanning, copying, filing, data entry, and records maintenance.
Foster positive working relationships by providing professional, responsive, and customer-focused service to internal and external stakeholders.
Demonstrated commitment to Grant PUD’s mission, vision, values, strategic plan, and Grant PUD / IBEW Local 77 Code of Excellence. The incumbent should be familiar with these organizational priorities and behave in a way that aligns with these expectations.
Understand and adhere to compliance requirements for this position that may include laws, regulations, security guidelines, Grant PUD policies & Procedures.
In this position, if needed to operate a GPUD vehicle for business purposes, please refer to the Vehicle/Asset Usage Policy, IS-TA-POL-001.
Actively participate in all aspects of our safety program, including but not limited to: Following all safety policies and procedures, Alerting supervisors and coworkers to unsafe or hazardous working conditions, Reporting any safety incidents or close calls within 24 hours to your supervisor, Accepting feedback from supervisors and coworkers regarding your own safety performance.