Administrative Assistant - Safety

Provide administrative support for Safety Manager and other District departments, as assigned, assisting in safety activities, such as safety programs and training in an efficient and productive manner that facilitates accomplishment of the District's mission and goals.ESSENTIAL JOB FUNCTIONS:

• Provide administrative assistance for the Safety Department and Safety Manager.

• Maintain the District's internal and external Safety Websites.

• Assist with the development and updating of District Safety Department manuals.

• Maintain current knowledge of federal and state employment laws and assure compliance at all levels of the organization.

• Prepare correspondence, reports, presentations, contracts and other documents as assigned.

• Process accident and injury reports in accordance with OSHA/WISHA requirements.

• Maintain various files, such as meeting minutes, employment files including various data bases, files, logs, indexes and manuals as assigned.

• Maintain files; coordinate records; serve as a contact for Department of Labor and Industries; coordinate class schedules.

• Assist with scheduling and coordinating monthly safety meetings and maintain District safety records.

• Participate in Accident Prevention Program and coordinate topics with the Safety Manager.

• Act as secretary for the District's Safety Committee. Prepare meeting minutes, schedule meetings, and send correspondence to committee members.

• Maintain confidentiality of applicable records, conversations and information.

• Greet, answer, respond to and/or direct customer inquiries made in person, via e-mail or by telephone.

• Participate in accident prevention program, including training and compliance with applicable rules and regulations.

• Set up meetings and make travel arrangements and reservations for Safety Manager as requested.

• Assist with preparation, monitoring and submission of the Safety Department budget.

• Coordinate and facilitate reviews, revisions or updates and distribution of Safety Department policies, programs and procedures.

• Present a positive, courteous, confidential and professional attitude and image to all employees, managers, supervisors and other customers of the department.

ADDITIONAL JOB FUNCTIONS:

• Complete special projects requiring administrative support as requested.

• Purchase and maintain record of special equipment for departments, supplies, etc.

• Route mail daily and maintain adequate supplies.

• Prepare and organize pertinent records to be sent to the Records Department to comply with Washington State Retention requirements.

• Provide support if needed to the Executive Assistant position.

• Provide administrative assistance to other departments as needed.

• Other duties as assigned.

JOB STANDARDS:

Knowledge, Skills and Abilities:

• Accurate typing/keyboarding speed of 50 words per minute required.

• Must have the ability to take dictation at 80 words per minute.

• Must have the ability to use all aspects of personal computer word processing and spreadsheet programs.

• Must have excellent written and verbal communication skills.

• Must have the ability to plan, organize, coordinate and prioritize a variety of responsibilities and activities simultaneously; work without close supervision and make decisions compatible with prior instructions.

• Must have a working knowledge of filing systems.

• Must have the ability to understand, follow and communicate accurate, clear and concise written and verbal information and instructions.

• Must develop a working knowledge of safe work practices and accident prevention procedures as related to job functions.

• Must have math, reading and writing skills required for the job functions.

• Must be a self-starter with high level of confidentiality, professionalism, administrative skills and discretionary judgment.

• Demonstrate a positive attitude, good work ethic, promptness in work arrival and in accomplishing all tasks.

• Develop a working knowledge of safe work practices, accident prevention procedures and equipment as related to job functions.

Education, Experience and Training:

• Must have a high school diploma or equivalent.

• Associate of Arts degree, Associate of Applied degree preferred. College level courses in the areas of composition, office practices and communications preferred.

• A combination of additional relevant experience, training and education may substitute for degree.

• Proficiency with Microsoft Office suites and email functions required. Three years of word processing and spreadsheet experience required. Database experience preferred.

Other Requirements:

• Must pass a District physical examination and be able to perform essential job functions.

• Must have a valid Washington State driver's license and a safe driving record.  Employees moving from out of state must obtain a Washington State license in accordance with Washington State law.

WORKING CONDITIONS:

• The job functions will be performed in an indoor and outdoor environment.

• The job functions include working with persons who exhibit many types of personalities and behaviors.

• The job functions necessitate sitting at computer for extended periods of time.

PHYSICAL REQUIREMENTS:

• The work requires the ability to obtain and file records in file cabinets.

• The work requires the ability to operate office machines, tools and equipment associated with the job functions.

• The work requires the ability to answer questions and communicate with coworkers, customers and others in person, via email and on telephones.

• Work activities involve combinations of lifting and carrying, pushing and pulling, kneeling and stooping, standing and sitting for extended periods.

EQUIPMENT AND VEHICLES:

• The job requires use of computers, telephones, copying machines and other general office equipment.

• The job requires driving District vehicles such as automobiles and pickup trucks.

• Future work practices may necessitate the use of different equipment, vehicles and tools.