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Secretary - Upper Big Blue NRD, York

Secretary - Upper Big Blue NRD, York

Posted Date: 
09/16/2020

UPPER BIG BLUE NRD seeks full-time secretary in their York office.  Computer experience is a must. Experience with Microsoft Office applications and QuickBooks desired.  Various job duties. Answering phones, customer service, data entry, assisting with sales, accounts payables and payroll.  Associates Degree or equivalent from two-year college or tech school; or 6 months to 1 year related experience.   Excellent benefit package.  To be considered for the position submit resume, cover letter, and email contact for three work-related references to Upper Big Blue NRD, 319 East 25th St., York, NE 68467 by October 5, 2020.  Following is a more complete job description, and can also be found on Upper Big Blue NRD website at www.upperbigblue.org.

JOB DESCRIPTION

JOB TITLE:           Office Secretary
STATUS:               Full-Time
EXEMPT:              No
DEPARTMENT:     Office
EMPLOYEE:         Vacant
REPORTS TO:      Office Manager
LOCATION:           Headquarters Office – York, Nebraska
APPROVED BY:   David Eigenberg, General Manager
DATE:                   9/15/2020
 

PURPOSE:

This position will perform secretarial duties for the District under the direct daily supervision of the Office Manager.  He or she will assist the Office Manager with various accounting and recordkeeping tasks.  This may include entering sales receipts, accounts receivable, bank deposits, accounts payable and payroll using QuickBooks accounting software.  Confidentiality in all aspects of this job is required.  He or she will be expected to act as backup for the Receptionist/Secretary and provide support to other Department staff as needed.  He or she will be required to operate a multiline telephone system, greet visitors, and handle their inquiries or direct them to the appropriate person according to their needs. 

The Office Secretary is expected to become familiar with all Upper Big Blue NRD programs and projects, and should be able to answer basic questions from the public regarding such programs.  He or she must be neat and presentable at all times and greet the public in a friendly and courteous manner.

PRINCIPLE DUTIES AND RESPONSIBILITIES:

Principal Duties and Responsibilities include the following.  Other duties may be assigned.
Provide secretarial support to the Office Manager.
Assist with accounting, such as sales receipts, accounts receivable, accounts payable, and payroll using QuickBooks accounting software.
Maintain and update vendor files with current information and W-9’s.
Assist with checking timesheets for accuracy and determining any overtime prior to entry.
Assist with end of month accounting reports.
Assist Office Manager during annual audit.
Assist with new hire reporting to State of Nebraska and Department of Homeland Security.
Act as Recording Secretary in the Office Manager’s absence.
Help prepare transcripts of adjudicatory hearings before the Upper Big Blue NRD Board of Directors.
Input data into appropriate databases as required by staff members.
Assist Water Department with scanning producer’s water withdrawal reports, sensor reports and phase II and III reports. 
Attach scanned files to NRD’s Beehive database software.
Perform routine clerical functions such as drafting correspondence, organizing and maintaining paper and electronic files.  Operate office equipment, such as fax machines, copiers, and postage meters.
Operate multiline telephone system and answer incoming calls.  Retrieve messages from voice mail.   Determine purpose of callers, and forward calls to appropriate personnel or department. 
Take detailed messages and deliver or transfer calls to staff voice mail when they are unavailable.
Handle routine inquiries, or refer visitors with more technical inquiries to the proper staff.
Welcome on-site visitors, determine nature of business, and announce and/or escort visitors to appropriate staff member.
In the Receptionist/Secretary’s absence assure that outgoing mail is delivered to post office each day.
Assist staff with use of office equipment and retrieve and route incoming faxes if needed.
Maintain files and records in predetermined, systematic manner for retention, protection, and retrieval.
Type letters, reports and other documents from rough drafts.  Follow proper office procedures.
Create purchase orders in compliance with Operating Policy.
Work with Department Managers to prepare minutes of the Upper Big Blue NRD’s standing committees, if needed.  Work includes formatting, checking spelling, punctuation and grammar, as well as reviewing for content.
Helping prepare the agenda for the Board of Directors meeting if needed.
Help publish notices of upcoming Committee and Board meetings, and adjudicatory hearings, in the local newspaper, if needed.
Assure, with the help of other staff, that employee breakroom is kept clean and dishwasher is loaded and unloaded.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are typical of the knowledge, skill and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Associates Degree or equivalent from two-year college or technical school; or six months to one year related experience and/or training; or equivalent combination of education and experience.
Ability to read and interpret documents, such as safety rules, operating and personnel policies.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or schedule form. 
Skill in reviewing, proofing, and verifying data
Ability to calculate figures and amounts such as discounts, interest, proportions, and percentages.
Ability to do minor bookkeeping, including handling of cash.
Attention to detail
Ability to work well and communicate effectively with people
Capable of working independently and taking responsibility for results
Using sound judgement in difficult situations to facilitate conflict resolution
Ability to use tact and judgement in dealing with the public, Board of Directors, staff, and other agencies.
Be computer literate with experience in word processing, data base management, and spreadsheets.  QuickBooks and Microsoft Office software experience preferred.

PHYSICAL DEMANDS:

The physical demands described here are typical of those that must be met by an employee to successfully perform the duties of this position.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The physical duties for this position include, but are not limited to:

Lifting 25 pounds from ground level to overhead.
Sitting for extended periods of time behind a computer screen.
Ability to fold, stuff, and postmark large mailings.
Ability to communicate in person, and by telephone, computer, email, and correspondence to exchange information and ideas and to promote agency needs, plans, and objectives.                                                 

OTHER REQUIREMENTS:

The employee is expected to comply with the Upper Big Blue NRD’s personnel policies, drug-free and alcohol-free workplace policies, anti-harassment, and safety policies.   While representing the District the employee will conduct him or herself in a professional manner and avoid actions or comments that would reflect unfavorably on the NRD.