Administrative Assistant

Administrative Assistant

Benton Soil & Water Conservation District
, Foley, MN – Full‑time onsite M‑F

The administrative assistant is a versatile role responsible for ensuring the efficient day‑to‑day operations of the SWCD by providing wide‑ranging clerical, organizational, and administrative support. This position provides clerical support, accounting and customer service for the SWCD.

• A two‑year degree in accounting or a related field.
• A combination of relevant experience may be substituted for the educational requirement.
• A vehicle and a valid Minnesota Driver’s License (personal vehicles may be used to complete job duties).
• Experience or demonstrated aptitude with Quick Books®, Microsoft Word®, Microsoft Excel® and Outlook® is required.

• Answer the telephone, transfer calls, and take messages for staff members.
• Greet incoming clients and guide them to a technician or assist if possible.
• Manage and distribute incoming/outgoing mail, including postage handling.
• Rental tracking: schedule the rental of equipment and ensure the proper agreement is in place.
• Office inventory: monitor and maintain office supplies, place orders, and coordinate maintenance of office equipment (printers, copiers, etc.).
• Maintain District files according to the Records Retention Policy set by the SWCD board.
• Assist with Board meetings – agenda, take meeting minutes, and prepare and send out Board member packets.
• Prepare the SWCD newsletter.
• Provide general support: assist with special projects, event planning, and support other staff members as needed.

• Maintain bookkeeping system, bank accounts, cost‑share journals, and program journals.
• Reconcile accounts at month end.
• Work with district manager on year‑end close‑out procedures and preparation for the auditor; prepare items for the financial audit as requested.
• Process supervisor quarterly per diem and expense claims.
• Prepare invoices, manage accounts receivable and accounts payable.
• Create necessary spreadsheets for the year to help with the reconciliation of grants and time.
• Stay up to date on new accounting procedures and requirements.
• Collaborate with SWCD, BWSR staff and other professionals on available accounting procedures and state requirements.
• Attend training as necessary.

• Responsible for the administration of the District Tree Program, order and inventory control.
• Create spreadsheets for the Tree Program for the year.
• Set new prices for the tree year by collaborating with the District Manager.
• Develop tree order form and coordinate mailing it out to the public.
• Maintain tree orders as they come in.
• Coordinate tree pick‑up schedule; send out postcards to the public; coordinate staff scheduling for sorting, bundling, pick‑up and clean‑up.
• Follow up after tree week with unpaid tree bills, tree planter bar returns and other tree program items.

Other duties as assigned.

• Judgement and situational reasoning ability:
  The Administrative Assistant must be versatile and skillful in responding to new and changing environmental conditions, regulatory requirements, and modifications of previously agreed‑upon plans, conclusions and responsibilities.
• Communication:
  The Administrative Assistant must work as an integral member of the district staff by coordinating and sharing information and resources with administrative and technical staff, as needed to accomplish the objective.

• The ability to remain in a stationary position for an extended period and occasionally lift up to 25 pounds. The role operates in a standard office environment; the incumbent will operate a computer, keyboard, mouse, and other standard office equipment such as a calculator, copier, printer, and multi‑line telephone system.

Entry level

Full‑time

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