Administrative Assistant - Travel & Mail Coordinator

SupportFinity™; Virginia (MN); On-site; USD 36,000 - 48,000; Full time

Job summary

Goldbelt Glacier is seeking an Administrative Assistant to support the Northwest Regional Director, Wapato Irrigation Project, and staff in a fast-paced environment. The role focuses on front-desk duties, correspondence, timekeeping, mail handling, and travel coordination to ensure smooth operations.

Responsibilities include answering inquiries from the public, routing mail, preparing routine documents, and guiding clerical staff on procedures while maintaining accuracy and confidentiality.

Qualifications

• Strong customer service and interpersonal skills with the ability to interact professionally.
• Ability to manage a high volume of incoming calls and inquiries while maintaining accuracy, professionalism, and responsiveness.
• Knowledge of general administrative and clerical procedures, including correspondence management, recordkeeping, and office operations.
• Strong written communication skills, including the ability to compose, review, and edit correspondence for grammar, accuracy, and procedural compliance.
• Ability to handle sensitive, confidential, classified, and unclassified information in accordance with established policies and procedures.
• Working knowledge of mail handling procedures, suspense/tickler systems, and document tracking to ensure timely follow-up and compliance with deadlines.
• Ability to organize, maintain, and track records, logs, and files with attention to detail.

Responsibilities

• Receives calls, greets visitors, and directs customers with inquiries, complaints, and work orders needing attention or action. Takes care of routine matters, has knowledge of programs or operations, refers other inquiries to appropriate personnel. Incumbent personally responds to routine and non-technical requests for information.
• Composes correspondence on administrative support or clerical functions of the office.
• Composes routine correspondence on other subjects as outlined in regulations and procedures or specifically requested by the supervisor. Reads outgoing correspondence for procedural and grammatical accuracy.
• Receives and reviews classified and unclassified mail for the office. Determines which items should be brought to the attention of the Project Administrator as opposed to those that could be sent directly to other appropriate WIP personnel. Reviews outgoing mail for attachments, dates, signatures, complete addresses and destinations.
• Will be designated as Primary Mail Clerk for the Wapato Irrigation Project with the responsibility accurately and efficiently routing the mail to the appropriate person and department.
• Answers routine inquiries received from the general public requesting information on the Wapato Irrigation Project and general questions relating to operation and maintenance.
• Prepares in final form all types of documentation and forms incidental to office personnel, administration and office management. Serves as primary timekeeper and travel coordinator preparing travel requests and all associated actions and documentation.
• Reads directives and instructional material pertaining to administrative practices and clerical procedures in order to be aware of new, revised, or amended procedures.
• Form rough drafts, notes, or oral instructions, types of correspondence, forms, reports and specifications including a wide variety of technical terminology. Responsible for proper spelling, grammar, format, and arrangement of material.
• Provides guidance and assistance on applicable procedures, instructions and regulations to other clerical personnel assigned to the office.

Skills

Customer service

Interpersonal skills

Communication

Time management

Administrative procedures

Attention to detail

Job description

Goldbelt Glacier is seeking an Administrative Assistant to support the Northwest Regional Director, Wapato Irrigation Project, and staff in a fast-paced environment. The role focuses on front-desk duties, correspondence, timekeeping, mail handling, and travel coordination to ensure smooth operations.

Responsibilities include answering inquiries from the public, routing mail, preparing routine documents, and guiding clerical staff on procedures while maintaining accuracy and confidentiality.