Administrative Services Coordinator in Port Townsend, Washington at Jefferson County PUD

The hourly range for this position is $29.09–$39.28, with a market midpoint of $34.18. The expected hiring range is typically between the minimum and the midpoint; however, placement above the midpoint may be considered based on experience, internal equity, and job-related factors.

The Administrative Services Coordinator provides advanced administrative, coordination, and operations support across departments within the PUD. This position supports leadership, operations, and internal programs by coordinating schedules, documentation, projects, and communication while ensuring compliance with public sector policies and regulatory requirements. This role serves as a key point of coordination between departments, leadership, vendors and external agencies. This role requires professionalism, discretion with confidential information, and strong organizational and communication skills.
ESSENTIAL DUTIES AND RESPONSIBILITIES include but are not limited to the following:
•Provide highly complex administrative coordination support to department leaders as assigned.
•Track action items, deadlines, projects, and deliverables across departments.
•Manage incoming and outgoing correspondence, including sorting, distributing, drafting letters, and proofreading emails, and memos.
•Support district events, trainings, and public outreach activities through coordination and logistics.
•Support purchasing and procurement activities, invoices, contracts, and vendor coordination.
•Maintain organized filing systems (electronic and paper) in compliance with records retention policies.
•Assist with preparation of presentations, reports, agendas and meeting materials.
•Provides support, partnership and project coordination for the executive leadership team as assigned by the Executive Services Manager.
•Provides support to the executive leadership team including filing, copying and distribution of various District documents.
•Track and maintain office supplies and equipment for administrative staff. All ordering is done through the system and communicated appropriately.
•Conducts research, pulls and analyzes reports, collects relevant information, tracks data, and accurately enters and maintains data across spreadsheets, documents, and platforms.
•Fields and responds quickly and appropriately to internal and external inquiries and requests.
•Travel between various PUD facilities and other locations if there is a need for delivering or picking up documents, supplies, or materials in support of daily administrative operations.
•Performs other duties as assigned.
Standard Workplace Expectations:
•Contribute to a successful work group by listening to and taking time to understand suggestions and concerns of co-workers.
•Offer constructive suggestions and ideas that help the team to meet or exceed objectives and goals by accepting and supporting team decisions.
•Maintain a positive and collaborative attitude in the workplace.
•Determine appropriate priorities to balance workload when deadlines compete. Seek assistance when needed.
•Respond quickly and appropriately to inquiries, requests, or concerns.
•Review own work for accuracy and routinely detect or prevent errors or mistakes that would prove costly or could jeopardize the operations of the PUD.
•Work additional hours as necessary to achieve departmental goals as directed by the supervisor.
Review and follow District employee policies and procedures.
•Maintain regular and punctual attendance.

SUPERVISORY RESPONSIBILITIES: This position does not have supervisory responsibilities.
POSITION REQUIREMENTS The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function.

EDUCATION AND/OR EXPERIENCE
•High school diploma or equivalent required.
•Associate’s Degree or higher preferred in business, public administration, or closely related field required.
•Three to five (3-5) years of progressively responsible experience in providing administrative support.
•Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and familiarity with records management systems.
Public Utility District #1 of Jefferson County is an Equal Opportunity Provider and Employer

KNOWLEDGE, ABILITIES AND SKILLS
•Ability to work collaboratively across departments and with diverse stakeholders.
•Strong organizational skills with the ability to manage multiple priorities and deadlines.
•Excellent written and verbal communication skills.
•Knowledge of purchasing, budgeting, or contract processes preferred.
•Knowledge of Washington State Public Records Act requirements and related practices.
•Demonstrated ability to maintain confidentiality and exercise discretion.
•Ability to successfully and diplomatically interact with the public and employees at all levels of the organization using excellent human relations skills as a representative of the PUD.
•Exceptional ability to coordinate a variety of responsibilities and simultaneously.
•Ability to use independent judgment and discretion to analyze issues and develop solutions
•Always ensure confidentiality and security of sensitive information.
• Demonstrated ability to exercise sound judgment and maintain confidentiality.
ADDITIONAL REQUIREMENTS
Must successfully complete a standard criminal background check. A standard Monday through Friday work schedule is expected to be maintained, but evening and weekend hours may occasionally be required.
WORKING CONDITIONS AND PHYSICAL DEMANDS
Positions in this class perform work predominantly under normal office working conditions; considerable time working at a computer station is a regular part of the job. Mobility sufficient to travel to and work at various PUD facilities is required. Requires occasional lifting of objects up to 20 lbs. Manual dexterity required for keyboarding and use of mouse. Requires visual ability to read both from a computer screen and paper copies. Manual dexterity required for data entry and use of a computer mouse. Use of telephone requires adequate hearing. Requires the ability to communicate effectively via phone.
RESIDENCY REQUIREMENT
Jefferson County PUD requires the candidate in this position to reside within Jefferson, Kitsap or Clallam County. The residency requirement must be met within six (6) months of hire date.

NOTE: Jefferson County PUD is a Rural Utilities Services (RUS) borrower.