Administrative Assistant

Overview

Phillips County Economic Development is seeking an Administrative Assistant to the Executive Director.

Submission:
Submit resume, cover letter and three (3) references to Executive Director Billie Knowles at the following:
The Fischer Building, 205 F Street, Suite 205, Phillipsburg, Kansas
OR
director@pcedks.org

Under the supervision of the Executive Director, the position is a non-exempt position under the FLSA.

**Benefits include Health, KPERS, PTO & Sick Leave

Department: Phillips County Economic Development
Position Title: Administrative Assistant
Reports To: Executive Director
Pay Grade: $16.00-$18.00/hour – based on experience
The following duties are normal for this position. These are not to be construed as exclusive or all- inclusive. Other duties may be required and assigned.

Office Management:
•Create and maintain an organized filing system, both electronic and paper documents.
•Provide assistant/administrative support to the Executive Director and Board.
•Prepare documents for the monthly board meetings by assembling agendas, drafting minutes, collecting new business information, and generating financial reports.
•Maintain confidential records and files [Must uphold a strict level of confidentiality].
•Understand the materials and resources available through the office.
•Maintain office equipment and supplies.
•Undertake office reception duties both in person and on the telephone.
•Prepare communications such as emails, invoices, reports, and other correspondence as needed.
•Organize and schedule appointments, meetings and maintain office calendars as necessary.

Financial & Budgetary Assistance:
•Provide bookkeeping and manage reports on PCED accounts.
•Assist in the administration of all PCED and NetWork Kansas loans.
•Assist in the grant writing process as necessary.

Project Coordination:
•Conduct and assist with research for specific projects as directed by the Executive Director or Board regarding potential prospects, demographic information, statistical information, retail information, questionnaires, survey contact information, etc.
•Research external initiatives to assist the director in creating new PCED programs.
•Assist the director in the coordination of the yearly Youth Entrepreneurship Challenge, including providing resources and guidance to the students.
•Assist in the administration of PCED revitalization programs and events.

Communication & Outreach:
•Assist in updating and maintaining PCED’s online presence and social media account(s).
•Maintain Phillips County Jobs and all external job boards.
•Maintain the Phillips County, Kansas website as needed.
•Provide newspapers with PCED activity and weekly job listings.
•Attend all monthly board meetings for the purpose of reporting activities and taking minutes/recording meetings.
•Work independently in the absence of supervision.

Additional Tasks and Responsibilities:
While the following tasks are necessary for the work of the unit, they are not an essential part of the purpose of this position and may also be performed by other unit members.
•Other related duties as deemed necessary or required.

Minimum Education or Experience Required
Two years related experience or training, or associate’s degree or equivalent from a two year-college or technical school and one year of experience; or equivalent combination of education and experience. Bookkeeping and accounting experience.

Preferred Education or Experience Required
Three years related experience or training, or associate’s degree or equivalent from a two year-college or technical school and one year of experience; or equivalent combination of education and experience. Degree in business, finance, marketing, management, public administration or related field. Experience as executive or administrative assistant, economic or community development, grant writing and research, electronic media.

Other Requirements/Licensures:
•Valid driver’s license.
•Residency Requirement: Reside in Phillips County within 30 days of hire.
•Ability to pass a drug test.

Knowledge, Skills, Abilities:
•Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percentage, and interpret bar graphs.
•Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
•Ability to apply concepts of basic algebra and geometry.
•Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.
•Ability to convey office etiquette skills including ability to project a professional image through in-person and phone interaction.
•Ability to deal with problems involving several concrete variables in standardized situations.
•Ability to maintain confidentiality.
•Ability to maintain strong organizational and communication skills.
•Ability to operate computers and software necessary to complete assignments, which may include word processing, spreadsheet, databases, software downloads from systems, etc. Computer literacy with experience using Microsoft Windows; Microsoft Office 365 (Word, Excel, PowerPoint, Outlook), QuickBooks, social media and web development tools, conference software (Zoom, Skype, MS Teams).
•Ability to organize, manage projects, and problem-solving skills.
•Ability to provide strong networking and communication skills for representing the county and excellent written and verbal communication skills.
•Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
•Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, governmental regulations, financial reports, and legal documents (deeds and probates), and legal descriptions. Ability to effectively present information and respond to questions from customers and the general public.
•Ability to reliably and predictably carry out duties.
•Ability to speak effectively before groups of customers or employees of organization.
•Ability to write routine reports and correspondence.
•Knowledge of laws, real estate, legal codes, court procedures, precedents, government regulations, executive orders, agency rules, the democratic political process, and Kansas and federal state laws.
•Knowledge of operating various office machines, accuracy with 10-key calculator, phone, fax, scanner and copier.
•Knowledge of principles and processes for providing customer and personal services.
•Knowledge of the structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
•Skill in time management skills and ability to multi-task and prioritize work

Supervision:
None

Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties and responsibilities of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential duties and responsibilities.
While performing the duties of this position, the employee is regularly required to sit; use hands to finger, grasp, handle, or feel; reach with hands and arms, and talk or hear. The employee is occasionally required to stand; walk; climb or balance and stoop, kneel, crouch, or crawl. Lifting, moving, pushing or pulling up to 10 pounds does not generally occur, but may occur when lifting boxes, books or paper. Specific vision abilities required by this job include close vision, color vision, depth perception and ability to adjust focus, and distance vision.

Work Environment
The work environment characteristics described here are representative of those an employee may encounter while performing the essential duties and responsibilities of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential duties and responsibilities.
While performing the duties of this position, the employee is not regularly exposed to adverse conditions. The noise level in the work environment is usually moderate.

Phillips County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act as Amended, the County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.