Administrative Assistant 3

Crwwd; Vancouver, Northern (WA, KY); On-site; USD 59,000 - 77,000; Full time

Job summary

Clark Regional Wastewater District in Vancouver, WA seeks an Administrative Assistant 3 to provide administrative, technical, and coordination support for the Operations–Collections team.

This role supports field-focused operations by coordinating communications, meeting materials, records, schedules, purchasing, contracts, invoices, work orders, reporting and program coordination to keep work moving forward.

Qualifications

• Proficiency with Microsoft Office, Adobe Acrobat, proofreading, and document production.
• Strong business writing, grammar, organization, and communication skills.
• Ability to learn department systems for records, work orders, purchasing, scheduling, reporting.
• High school diploma or equivalent; administrative training desired.
• Confidentiality, sound judgment, and ability to work independently.

Responsibilities

• Prepare correspondence, forms, reports, and meeting materials.
• Use spreadsheets, databases to maintain, track, retrieve, analyze, and report information.
• Provide calendar, meeting, and administrative support to department leadership and staff.
• Maintain written and electronic records in accordance with records requirements.
• Coordinate purchasing, contracts, invoices, payments, registrations, and program coordination.
• Coordinate with internal departments, vendors, external agencies, and partners.
• Assist with Operations-Collection administrative processes, including field crew support and work order coordination.
• Prioritize competing assignments and deadlines with accuracy and professionalism.

Skills

MS Office

Adobe Acrobat

General office practices

Business English

Word processing

Typing 50 WPM

Archiving electronic records

Education

High school diploma

Administrative training

Microsoft Office proficiency

Tools

Microsoft Word

Excel

Adobe Acrobat

Job description

JOB SUMMARY:

Clark Regional Wastewater District seeks an Administrative Assistant 3 to provide administrative, technical, and coordination support for the Operations–Collections team.

This position supports field-focused operations by coordinating department communications, meeting materials, records, schedules, purchasing, contracts, invoices, work order information, reporting, training, and follow-up items that help keep Collections work organized and moving forward.

The position is ideal for someone who enjoys variety, takes pride in accuracy, and can balance routine administrative responsibilities with time-sensitive requests in a fast-paced public service environment.

THE IDEAL CANDIDATE:

The successful candidate will be organized, dependable, detail-oriented, and comfortable supporting both office-based and field-focused operational work. They will prioritize early, follow through on commitments, adapt to changing priorities, maintain confidentiality, and bring a service-minded approach to supporting District staff, crews, customers, and partners.

• Prepare correspondence, forms, reports, meeting materials, and other communications with general direction
• Use spreadsheets, databases, and other software to maintain, track, retrieve, analyze, and report information
• Provide calendar, meeting, and administrative support to assigned department leadership and staff
• Maintain written and electronic records in accordance with applicable records requirements
• Support purchasing, procurement, contracts, invoices, payment processing, conference registrations, and program coordination
• Coordinate with internal departments, vendors, external agencies, and community partners as needed
• Assist with Operations-Collection administrative processes, including field crew support, work order coordination, records, purchasing, and program support
• Prioritize competing assignments and deadlines while maintaining accuracy and professionalism

MINIMUM QUALIFICATIONS:

Demonstrated Knowledge of:

• Microsoft Office Suite and Adobe Acrobat, intermediate functions.
• General office practices and procedures.
• Business English, spelling, and punctuation.
• State of Washington Records Management Guidelines.

Skill in:

• Tested proficiency in Microsoft Word and Excel.
• Tested proficiency in word processing (typing speed at least 50 WPM).
• Operating modern office equipment.
• Sorting, filing, and archiving electronic records.

Demonstrated Ability to:

• Present a professional image.
• Understand and follow directions, effectively adjust to changing priorities, problem solve and multi-task, be decisive in taking actions and making decisions.
• Effectively communicate with the public, co-workers, and leadership.
• Maintain a professional and respectful working environment.
• Utilize strong organizational skills.

EDUCATION & EXPERIENCE:

Any combination of education, training and experience that provides the requisite knowledge, skill, and abilities to successfully perform the duties and fulfill the responsibilities of the position will be considered. A typical way to achieve that would be:

• High school diploma or equivalent required; additional administrative training desired
• Administrative support experience appropriate to the level hired; increasingly responsible experience preferred
• Proficiency with Microsoft Office, Adobe Acrobat, proofreading, and document production
• Strong business writing, grammar, organization, and communication skills
• Ability to learn department systems for records, work orders, purchasing, scheduling, training coordination, and reporting
• Knowledge of purchasing, contracts, invoices, records management, meeting coordination, and operational program support
• Ability to maintain confidentiality, exercise sound judgment, work independently, and provide responsive support to changing operational priorities

WORKING CONDITIONS:

This position is primarily office-based and involves regular use of a computer and other office equipment. The role may require prolonged periods of sitting or standing, movement throughout District facilities, and occasional lifting or carrying of items up to 25 pounds. The District is committed to providing reasonable accommodations for qualified individuals with disabilities to perform the essential functions of the job.

SUPERVISION:

Exercised: Not Applicable

Received: The Administrative Assistant 3 works under the general supervision of the Department Manager. A formal evaluation of the employee’s performance and work is conducted at least annually through the performance appraisal process.

SPECIAL REQUIREMENTS:

• Possess and maintain a valid state-issued driver’s license with good driving record and be qualified to obtain and maintain coverage through the District vehicle insurance program.
• Final offer of employment is contingent upon a successful reference check.

Salary Range: $5,254 to $6,868 per month

Starting Salary Range: $5,254 to $6,007 per month (DOQ)

Clark Regional Wastewater District is unable to provide visa sponsorship at this time. This includes, but is not limited to, H-1B and F-1 visa categories. Candidates must possess valid work authorization in the United States that does not require employer sponsorship.