If you do not currently have a LinkedIn account please email resume to shammock@maip.com to apply.

T H E P O S I T I O N

• Reports to: Executive Assistant
• Responsible for: Offering administrative support across the organization. Welcoming guests, directing phone calls, streamlining office operations.

KEY RESPONSIBILITIES/ESSENTIAL FUNCTIONS

• Greet and welcome all guests. Notify the appropriate staff member(s) by phone or in person who is here to meet with them and why. Ensure all guests remain in the lobby until instructed otherwise.
• Ensure reception area is tidy and presentable daily, with all necessary stationery and material (e.g. pens, forms, and brochures).
• Answer telephones, direct calls, and take messages.
• Pick up, prepare outgoing mail and deliver any mail to the Post Office daily.
• Open, sort, date stamp and distribute incoming correspondence including faxes, emails, and incoming mail.
• Scan and file A/P documents.
• Scan and send appropriate water analysis reports and correspondence to DEQ and appropriate personnel.
• Coordinate and order food for luncheons and meetings as needed. Confirm all items needed for lunches are stocked. Maintain inventory and coordinate for purchase of items needed.
• Provide basic and accurate information in-person and via phone/email with a high level of customer service.
• Maintain office security by following safety procedures and controlling access via the reception desk – (monitor entrance for allowing access to building).
• Order office supplies and keep inventory of stock. Maintain mailroom keeping it neat, clean, and organized.
• Order and maintain purchasing list for Wal-Mart, Sams, Amazon, etc. Coordinate with departments on orders for approval and budget.
• Maintain the copier room by keeping paper stocked, copier full of supplies, and entire room free of clutter and excess mess. Check the paper in the copier before leaving each day to make sure machine is full for next business day.
• Keep refrigerator fully stocked with water/drinks and continue to check throughout the day and before leaving at the end of the business day.
• Maintain and order coffee supplies for Admin office/Waterplant/Wastewater/Airport/TheDistrict.
• Record customer payments and perform a remote deposit daily. Accept customer payments and document by issuing receipts.
• Notifies delivery personnel of holiday closure hours and prepares signage for all outside doors.
• Maintain conference room calendar for scheduling, scheduled and unscheduled meetings. Review daily.
• Set up conference room for meetings (refreshments as needed) and keep room supplied with water,pens, notepads, brochures, mints, etc. Clean up after each meeting, remove all papers, trash, etc.
• Set up board room for meetings (refreshments as needed) and keep the room supplied with water,pens, notepads, brochures, mints, etc. Clean up after each meeting, remove all papers, trash, etc.
• Assist Executive Assistant with all things for OOWA Board of Trustees’ meetings.
• Assist Marketing Department with database management through software used. Work with Administrative Assistant to make sure new contacts are input and current contacts are kept updated. Supply a list to the administration staff quarterly or when lists are updated/revised.
• Assist Marketing Department and Administrative Assistant with direct mailings, maintaining addresses, etc.
• Perform other clerical duties such as filing, photocopying, scanning, transcribing, and faxing.
• At the end of each day ensure all food in the breakroom is properly put up or thrown away if it has been sitting out and not covered.
• On the last day of the week go through the refrigerator and dispose of any containers or items from the week.
• Make sure all areas are cleaned, all doors are locked at the end of day before leaving.
• Submit Material Requisitions to Manger of Purchasing for approval and policy review.
• Convert Material Requisitions to Purchase Orders in GP and submit to the appropriate Director for approval.
• Send approved Purchase Orders and supporting documentation to vendor(s) and the appropriate initiator.
• Confirm acknowledgement for purchase orders and maintain file of open Purchase Orders.
• Assist in the follow-up on aged Purchase Orders as required.
• Support the competitive bidding process.
  • Review bid calendar for upcoming bids and work with construction managers for bids.
  • Retrieve purchasing and supporting documents related to the current open order.
  • Once all documents are collected, they should be delivered to the department head for review 20-30 days prior to bid. The Department head will determine if a new bid is required and provide biddetails.
  • Bid documents should be approved by the Manager of Purchasing.
  • Once approvals are given the bid documents should be sent to a predetermined list of recipients.
  • Based on the nature and dollar amount of the bid they will be mailed, e-mailed, or faxed.
  • Schedule a bid opening meeting time on the calendar.
  • Bid openings should include the department head and at a minimum one other OOWA employee to facilitate the documentation process.
  • Once bid opening is complete all paperwork should be submitted to the Manager of Purchasing to continue and review the process.
  • Once approvals are in place, a Purchase Order will be generated and distributed to the awarded vendor.
  • E-mail vendors the “Bid Tabulation” forms.
• Maintain all live greenery in administration building and make sure areas are kept tidy (water spills, removal of dead leaves, etc.)
• All other duties as assigned.

C A N D I D A T E Q U A L I F I C A T I O N S / P R O F I L E

E D U C A T I O N – High School Diploma or GED.

• Valid Class D OK driver license and have a satisfactory driving record.

E X P E R I E N C E At least 5 years in office/administrative experience.

• Knowledge of administrative and clerical procedure and systems such as word processing,photocopiers, scanners, and voicemail.
• Knowledge of principals and processes for providing customer and personal service.

P E R S O N A L C H A R A C T E R IS T IC S /P R O F IC IE N C IE S

• Cooperative – Job requires being pleasant with others on the job and displaying a good-natured,cooperative attitude.
• Attention to Detail – Job requires being thorough and concise about details in completing work tasks.
• Dependability – Job Requires being reliable, responsible, dependable, and fulfilling obligations.
• Team Player – “Can-do” attitude. Approaches a problem as exciting challenges and does not feel that any job is beneath him/her.
• Adaptability/Flexibility – Job requires being open to change and a variety of tasks in the workplace. Provides support to office staff as needed.
• Integrity– Information is often received first by the front desk and the ability to handle confidential and sensitive information is necessary and always needs to be exercised.
• Communication Skills–Effectiveness in oral and written communication, with the ability to prepare and deliver concise, understandable answers and materials.
• Computer Proficiency– Demonstrated proficiency in the use of Word, Excel, Outlook, PowerPoint,and special software as needed.