Administrative Assistant

Summary Of Work

Provide comprehensive administrative support to the Planning and Education, Regulatory, and Water Development Divisions as part of the Administrative Services Division within the Department of Water Resources.

Duties and Tasks

• Manage staff calendars - including leave and vehicle check-out.
• Assist directors with calendar management, meeting coordination, and scheduling-related communications.
• Sort, scan, and OCR incoming mail and route to appropriate team members.
• Organize and prepare outgoing mailings.
• Manage mailing lists.
• Compose, edit, type, and file correspondence.
• Answer telephone calls, greet visitors, and provide information or directions.
• Notarize documents. (Not required to be a current Notary to apply.)
• Coordinate travel arrangement registrations and set up meetings.
• Reconcile purchasing cards (P-Card).
• Process and coordinate procurement activities using P-Cards.
• Make copies for special projects and put in binders or folders as needed.
• Records management.

Additional project and program duties that are division-specific are also part of daily job functions as outlined below.

Planning And Education Division-specific Functions

• Support Drought Disaster Livestock Water Supply Program efforts when activated.
• Assist with Cost-Share Program (WebGrants) information input and routing.
• Data input review and scan/OCR cost-share documents for databases and routing.

Water Development Division-specific Functions

• Organize meeting packets, draft meeting minutes, and publish meeting minutes.
• Provide research support, and develop maps, tables, and figures for reports and memos.
• Prepare agreements using existing templates.
• Organize and manage division-specific records (project records, survey records, easement records, water quality data).
• Develop reimbursement requests based on agreements and invoices, and route payment vouchers.

Regulatory Division-specific Functions

• Support the National Flood Insurance Program State Coordinator, including assistance with maintaining the floodplain administrator list; and data entry into the Community Information System for General Technical Assistance activities.
• Support division-specific database management, including assistance with maintaining the Applicants database; input of received subsurface water management permits and construction completion notifications; and permanent electronic filing of digitized paper records.
• Manage responses to division-specific calls regarding application or determination status update requests.
• Support database data entry and retrieval.

Minimum Qualifications

• An Associate's degree and two years of work experience performing a variety of complex office support. (Note: DWR will consider substituting additional work experience for the education requirement on a year-for-year basis if the experience provides the knowledge and skills required to perform the duties of this position.)
• Excellent time management and organizational skills.
• Working knowledge and understanding of personal computer and word processing software usage.

Preferred Qualifications

• Associates degree in a supporting field.
• Data entry and data management experience.
• Familiarity with office equipment and proficiency in using technology for administrative tasks.
• Notary public.

About Team ND

"Far and away the best prize life offers is the chance to work hard at work worth doing." - Theodore Roosevelt

More than 7,500 talented, hard-working people across sixty-three agencies have come together as Team North Dakota. At Team ND, we are driven to succeed through gratitude, humility, curiosity and courage. Our purpose is to empower people, improve lives, and inspire success. Join us in being legendary.

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Application Procedures

Please note that the Department of Water Resources is not enrolled in E-Verify and does not provide sponsorships for employment.

Applications will ONLY be accepted online through the ND PeopleSoft System.

State of ND employees should access the announcement and application by signing into their ND PeopleSoft account at: ND PeopleSoft, clicking on "Careers," and selecting "View All Jobs" in the drop-down menu.

Applicants who are not employees of the State of North Dakota can access the announcement and application by visiting: ND Careers website.

Application materials must reach this office by 11:59 PM Central Standard Time (CST) on the closing date.

In addition to the online application, the following is also required:

• Cover letter (addressed to Human Resources)
• Resume;
• Copy of all college transcripts, and;
• The name, address, and phone number of three professional references (no letters of reference please).

For more Team ND benefit information, please see Team ND Benefits.

Application materials will be scored based on a 100-point job-related personnel system.

Applications should include information that directly addresses how the applicant meets the minimum qualifications and a summary of work. It is very important to be thorough and detailed in all application materials.

Applicants who experience difficulties during the application process should contact ***email_hidden*** or (701) 328-3290.

For questions regarding this position's duties or requirements, please contact Missy Schmidt at (701) 328-2751 or [email protected].

TTY users may use Relay North Dakota at 711 or 1 (800) 366-6888.

Equal Employment Opportunity

The State of North Dakota and this hiring agency do not discriminate on the basis of race, color, national origin, sex (including sexual orientation and gender identity), genetics, religion, age or disability in employment or the provisions of services and complies with the provisions of the North Dakota Human Rights Act.

As an employer, the State of North Dakota prohibits smoking in all places of state employment in accordance with N.D.C.C. Sect. 23-12-10.