Administrative Assistant I - II (Depending on Experience)
About The Position
Grant PUD is seeking an organized, detail-oriented Administrative Assistant to provide professional administrative support to the Power Delivery Business Unit. This role is responsible for coordinating schedules, preparing documents and reports, maintaining records, tracking information, supporting departmental operations, and ensuring efficient workflow management. The ideal candidate is reliable, highly organized, and committed to supporting a fast-paced and dynamic work environment. Depending on qualifications and experience, the position may be filled at the Administrative Assistant I or Administrative Assistant II level. The successful candidate will demonstrate sound judgment, strong communication and organizational skills, attention to detail, and the ability to manage multiple priorities while providing excellent customer service and support.
Requirements
- High school diploma or GED equivalent.
- Two (2) years of administrative support experience.
- Demonstrated proficiency with Microsoft Office applications (Word, Excel, Outlook, etc.).
- Associates degree in business administration or related field OR 1 additional year of relevant experience in lieu of degree.
- Three (3) years of administrative support experience, including coordination of meetings, travel, and budget tracking.
- Demonstrated proficiency with Microsoft Office applications (Word, Excel, Outlook, etc.).
- 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.
Nice To Haves
- Associate degree in business administration or a related field.
- Familiarity with scheduling software, document management systems, or other office platforms.
Responsibilities
- Provide general administrative support to a Senior Manager, including scheduling meetings, preparing agendas, and maintaining calendars.
- Prepare basic correspondence, forms and compile routine reports as directed.
- Handle incoming calls, mail, and email, and route inquiries appropriately.
- Maintain electronic and physical filing systems, ensuring accuracy and confidentiality.
- Assist with travel arrangements and prepare related documentation such as itineraries and expense reports.
- Track supply inventory and place office supply orders as needed.
- Enter and update information in tracking systems and software to input data and ensure information is current and accessible.
- Provide logistical support for meetings and department events.
- Perform all routine administrative tasks such as scanning, copying, filing, and data entry.
- Interact with internal staff and external contacts professionally and courteously, demonstrating positive and respectful collaboration.
- Follow organizational administrative service standards and practices established by District Administration Manager to ensure consistent, professional, and coordinator support across the utility.
- Provide administrative support to Senior Managers, Department Managers, and/or Director/VP including scheduling, coordinating meetings, drafting correspondence, and organizing travel.
- Prepare, edit, and format complex documents, reports, and presentations with a high degree of accuracy.
- Assist in monitoring department budgets, tracking expenditures, and maintaining supporting documentation.
- Coordinate department-level communications and act as a liaison between the Director and internal/external stakeholders.
- Organize departmental projects or initiatives, track timelines, and ensure deadlines and deliverables are met.
- Maintain accurate records, filing systems, and databases; retrieve and prepare data for reporting and decision-making purposes.
- Screen calls and emails, exercising discretion in handling or redirecting inquiries.
- Support procurement processes such as ordering supplies, reconciling invoices, and maintaining contract documentation.
- Coordinate logistics for department events and staff meetings, including preparing materials and following up on action items.
- Provide guidance and support to Administrative Assistant I’s, Student Helpers, or Interns, as applicable.
Benefits
- Grant PUD’s benefit that may be available if hired, different employee types are eligible for different benefits.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
Associate degree
