Administrative Assistant SWCD

POSITION OBJECTIVE AND PURPOSE

This position will assist the Environmental Services Director and SWCD technical staff in a variety of administrative duties and assists with SWCD programs as assigned. Ability to work with the public and staff in an office setting. Proficient with methods used in bookkeeping, financial accounting, and record-keeping.

ESSENTIAL FUNCTIONS

• Serves as the first point of contact for the Soil and Water Conservation District.
  • Greet and professionally assist the public;
  • Have a comprehensive understanding of the various functions and programs of the SWCD and other local agencies to best assist the public;
  • Coordinate and compile data for the Board of Water and Soil Resources (BWSR) Biennial Budget Request (BBR) including Competitive Projects, Programs/Operations.

• Assists with the administration of various, state and local soil, water, and environmental conservation programs, including the following:
  • Locally administer the State Reinvest in Minnesota (RIM) program. Processing conservation easements as well as applicable conservation payments.  Implementation of conservation plans to full ecological restoration of sites.  
  • Assist with the development of grant applications for a variety of projects through various sources, such as Federal EQIP, GBERBA, and Clean Water Fund as well as coordination with other units of government.
  • Compile and Submits BWSR eLINK data including expenses;
  • Assist with the development and implementation of County Water Plan
  • Provides input, support, and reports for the SWCD Board and Administrator.

• Maintains key relationships and public relations.
  • Maintains a cooperative relationship with Local, County, State, and Federal agencies and organizations operating within the District;
  • Coordinates all partnership programs with federal, state, and local agencies, including the Minnesota Board of Water and Soil Resources (BWSR), the

Minnesota Department of Natural Resources (MN DNR), the Minnesota Pollution Control Agency (MN PCA), the United States Fish and Wildlife Service (USWFS), the United States Department of Agriculture Farm Service Agency (USDA FSA),  USDA, the Natural Resources Conservation Service (NRCS), Adjacent SWCD’s, Redwood County Highway, Planning & Zoning, Environmental Office;

• Develop ongoing educational and outreach materials and programs.
  • Develop handouts and marketing materials to promote various SWCD programs
  • Assist with the County Fair and Farm Fest booths
  • Conduct outreach to schools and schedule various educational opportunities

• Performs administrative functions in the office
  • Answer main phone line and direct calls as necessary
  • Maintain and develop office filing and records management systems
  • Prepare vouchers for payment of bills and payments to landowners
  • Prepare mailings
  • Maintain office supplies

• Access to Not Public Data – The incumbent may encounter not public data in the course of these duties. Any access to not public data should be strictly limited to accessing the data that are necessary to fulfill the employment responsibility. While data are being accessed, the incumbent should take reasonable measures to ensure the not public data are not accessed by individuals without a work reason. Once the work reason to access the data is reasonably finished, the incumbent must properly store the not public data according to the provisions of the Minnesota Government Data Practices Act (Minnesota Statutes, Chapter 13).

The above statements are intended to describe the general nature and level of work being performed by people assigned this classification.  They are not to be construed as an exhaustive list of all duties performed.

OTHER RESPONSIBILITIES

• Performs other work-related duties as required.
• If a new work assignment requires access to not public data, the incumbent is permitted to access not public data for the work assignment purposes only. Any access to not public data must be strictly limited to the data necessary to complete the work assignment and after the assignment is completed, the employee’s work assignment no longer requires access.

MINIMUM QUALIFICATIONS

EDUCATION

A high school diploma or equivalent, plus one year of college level or vocational coursework in accounting, business administration or related area preferred. Must also possess and maintain a valid MN Driver’s License.

EXPERIENCE AND SKILLS REQUIRED

The qualifications listed above are guidelines. Applicants must also show and provide necessary knowledge, skills, and abilities that include the following to perform this job.

• A minimum of three years of recent office experience and procedures.

• Considerable knowledge of correct grammar, spelling and punctuation.
• Ability to organize and maintain clerical records and filing systems.
• Knowledge of accounting practices and procedures.
• Ability to operate a computer and other office equipment.
• Proficient with computer software such as MSOutlook, MSWord, and Excel is required.
• The ability to deal with multiple projects at one time.
• Ability to communicate effectively, orally and in writing, and good public relations skills.

•  Ability to establish and maintain effective working relationships with others.
•  The ability to work in a professional and confidential office environment.

WORKING CONDITIONS AND ENVIRONMENT

The position has good working conditions in general but is a diversified job requiring sustained mental effort related to organizational issues, planning, and technical areas.  This position may occasionally encounter irate or rude people due to the nature of the work performed in the office.

The individual may encounter moderate emotional strain or tension.  There is sustained exposure to sitting and standing.  There is continuous exposure to computer keyboards and monitors and moderate exposure to lifting up to 40 pounds.