Administrative Assistant II - Supply Chain

Socket.dev; Ephrata (WA); On-site; USD 42,000 - 65,000; Full time

Job summary

Grant PUD is seeking a mid-level administrative support professional to assist a Senior Manager and department leaders. The role involves scheduling, travel coordination, document preparation, and budget-related tasks in a structured utility environment.

Candidates should have an associate degree with 3 years of experience in administrative support, and familiarity with procurement or project management software is a plus. Hybrid or on-site work arrangements may apply, depending on the unit.

Qualifications

• Associate degree in business administration or related field or equivalent experience.
• Three years of administrative support experience.
• Preferred: experience supporting a Senior Manager/Director or equivalent.
• Experience with timekeeping, procurement, or project management software is a plus.

Responsibilities

• Provide administrative coordination for departmental documentation and messaging.
• Prepare and format routine departmental reports, meeting packets, and monthly leadership updates.
• Support budgeting tasks and monitor expenditures with documentation.
• Coordinate department communications and act as liaison with stakeholders.
• Organize projects and ensure deadlines and deliverables are met.

Skills

Planning & coordination

Interpersonal communication

Independent work & multi-tasking

Administrative support experience

Education

Associate degree in business administration or related field

1 additional year of relevant experience in lieu of degree

Tools

Timekeeping software

Procurement software

Project management software

Job description

Closing Date to Apply: September 28th, 2026 @ 5 pm PST

Salary: $30.60 to $47.16 hourly

Midpoint: $38.88 hourly

Grant PUD posts the full hourly range for each position. The midpoint is provided as a reference point and is not a guaranteed starting pay. Starting pay is based on job-related factors such as qualifications, experience, skills, internal alignment, and organizational needs. Most new hires are typically placed between the minimum and midpoint of the range.

Applicants meeting minimum qualifications may undergo further evaluation based on preferred qualifications and other job-related criteria. Only the most qualified candidates will be referred for further consideration.

Benefits: This link below will provide you with Grant PUD’s benefit that may be available if hired, different employee types are eligible for different benefits.

Grant PUD — Unified Insurance Program (uip-wa.org)

Grant County PUD will conduct a background check after a contingent offer of employment has been made, if selected for this position.

The District may use the applicant pool and results from this recruitment to fill additional vacancies in the same classification for up to six (6) months following the recruitment closing date, consistent with District policy and applicable law.

Position Summary

This is a mid-level administrative support position working under limited supervision, providing support to Senior Manager/Director level. This position handles moderately complex administrative functions, supports departmental coordination, manages scheduling and logistics, prepares reports, and supports budget-related tasks. The role requires sound judgment, initiative, and strong organizational skills. This position reports directly to the leader they support, with organizational administrative standards and coordination overseen by the District Administration Manager to ensure consistency and best practices across the utility.

Essential Functions

Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:

• Provide administrative support to a Senior Manager and Department Managers 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 Senior Manager and internal/external stakeholders.
• Organize departmental projects or initiatives, tracking timelines, and ensuring 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, trainings, 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.
• 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.
• In this position, if needed to operate a GPUD vehicle for business purposes, please refer to the Vehicle/Asset Usage Policy, IS-TA-POL-001.
• Demonstrated commitment to Grant PUD’s mission, vision, values, strategic plan, and Grant PUD/IBEW Local 77 Code of Excellence. The incumbent should be familiar with these organizational priorities and behave in a way that aligns with these expectations.
• Understand and adhere to compliance requirements for this position that may include laws, regulations, security guidelines, Grant PUD policies & procedures.
• Actively participate in all aspects of our safety program, including but not limited to:
  • Following all safety policies and procedures.
  • Alerting supervisors and coworkers to unsafe or hazardous working conditions.
  • Reporting any safety incidents or close calls within 24 hours to your supervisor.
  • Accepting feedback from supervisors and coworkers regarding your own safety performance.

Specific Functions:

• Provide administrative coordination for departmental documentation, including organizing files, updating templates, and preparing and posting approved materials.
• Assist with preparing and formatting routine departmental reports, meeting packets, and monthly updates for leadership review.
• Support basic record-keeping tasks such as tracking document status, assisting with routine retention activities, and coordinating with Records as needed.
• Assist with entering and maintaining information in department tracking tools, logs, or spreadsheets used for monitoring work activities or purchases.
• Support procurement-related administrative tasks such as collecting documentation, receiving information, updating vendor or roster details, and preparing routine communications.
• Coordinate logistics for departmental trainings, events, or meetings, including scheduling, preparing agendas and materials, and tracking follow-up items.
• Assist with posting approved public notices and updating shared department sites or information repositories.
• Track assigned deadlines and follow up with staff to ensure documents, forms, or approvals are completed timely.
• Provide administrative coordination for routine contract or purchase-order processing tasks as directed by Procurement or department leadership.
• Maintain office resources, mail distribution, supply inventory, and coordination with Print Shop services as needed.
• Provide general administrative support to managers and staff within the Operating Unit in alignment with the AA II classification.
• Coordinate routine documentation and reporting processes for Strategic Alliance Partnership Agreements, purchase orders, and contracts, including maintaining logs, preparing materials, performing basic verification of completeness and accuracy, and escalating any discrepancies for resolution prior to review.

Required Qualifications (Education and Experience, License, and/or Certification)

• Associate degree in business administration or a related field OR 1 additional year of relevant experience in lieu of degree.
• Three (3) years of administrative support experience.

Preferred Qualifications (Education and Experience, License, and/or Certification)

• Experience supporting a Senior Manager/Director or equivalent-level manager.
• Experience with timekeeping, procurement, or project management software.
• Certification in administrative or office management (e.g., CAP).
• One (1) year of experience designing or reviewing large asset datasets.

Other Knowledge, Skills & Abilities

• Knowledge of departmental policies and administrative systems.
• Strong planning, coordination, and problem-solving skills.
• Ability to work independently and manage multiple priorities with limited supervision.
• Excellent interpersonal and professional communication skills.
• Ability to follow established procedures and seek guidance when needed.

Physical Requirements

• Position may be eligible for hybrid work arrangement: Yes No
• Majority of work is performed in a standard office setting.
  • Will perform work onsite at the locations of the assigned Business Units
• Typical shift of employees in this position: 8 hours 9 hours 10 hours 12 hours

*For a full list of requirements, the applicant/incumbent should refer to the Physical Capacity Evaluation (PCE). The statements contained herein reflect general details as necessary to describe the principal functions for this job, the level of knowledge and skill typically required, and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas.