Administrative Training Assistant - Engineering & Asset Planning
LIVE, WORK AND PLAY!
Chelan County PUD is located in central Washington State at the confluence of the Columbia and Wenatchee Rivers. As a public power leader, we embrace the challenges and opportunities of our dynamic operations.
Powered by the Columbia River, we generate hydropower while prioritizing environmental stewardship. Each year, we invest millions of dollars and countless hours to protect fish, wildlife, and plant ecosystems. Our efforts also include creating 14 parks, welcoming over 3 million visitors annually.
Wenatchee, home to Chelan PUD, is a recreational paradise, recognized by Forbes as a top place to retire. The Wenatchee Valley offers scenic beauty, a thriving economy, and a high quality of life with over 200 days of sunshine each year. Here, small-town charm meets big-city amenities, with abundant outdoor activities like water sports, hiking, biking, skiing, and golfing. The region is also known for its excellent wines.
Consider Chelan PUD for your next career move and join a welcoming community with an exceptional lifestyle.
Chelan PUD is an Affirmative Action/Equal Opportunity Employer, valuing diversity at all workforce levels. We encourage applications from women, minorities, veterans, and individuals with disabilities.
APPLICATION MATERIALS
Applicants are required to submit a combined cover letter and resume in one PDF document. Your cover letter must summarize your interest, education and experience relevant to the Administrative Training Assistant - Engineering and Asset Planning role. Incomplete materials will not be considered.
To expedite the application process, combine your cover letter and resume into one PDF document before applying and upload electronically when requested in the online application process.
This position is OPEN UNTIL FILLED and applicants are encouraged to apply immediately. The first review date for application materials is scheduled for February 25, 2025.
Interested parties are also invited to contact Human Resources at joblist@chelanpud.org to discuss the position.
SALARY RANGE
The starting salary range for this position is $25.80 - $32.25 per hour (based on qualifications). With tenure and strong performance in this role an employee may earn up to a maximum of $38.71 per hour.
Introductory Period: New employees holding regular positions must complete an introductory period of twelve months.
BENEFITS EPOA
In addition to competitive wages Chelan PUD employees also enjoy outstanding benefits which include zero cost employer funded medical, dental, and vision healthcare benefits, access to the employee assistance program, a VEBA health reimbursement account, and long-term care.
Washington state retirement PERS participation and optional 457 plan participation with an employer matching 401(a) plan.
Leave, life & disability benefits including paid leave starting at 21 days per calendar year up to 35 with tenure, 11 paid holidays per calendar year, paid jury duty, short-term disability & long-term disability, and basic life, AD&D, and optional voluntary life.
The work life benefits include optional flexible spending accounts for healthcare and dependent care, educational assistance, various rewards and recognition programs and position specific stipends.
For more explanation of the district benefits please visit our benefits website www.mychelanpudbenefits.org.
JOB POSTING
Overview
Provide administrative, procurement, and compliance support service for the G&T Engineering & Asset Planning Division. Perform general administrative and training support duties such as workflow management, preparing documents and reports, and maintaining equipment records. Using exceptional organizational skills and strong technical skills, organize, manage, and maintain multiple information and document management systems and processes. Develop and maintain web pages and provide documentation support. Identify opportunities to streamline how information comes in and goes out of the department with a focus on providing outstanding and efficient customer service. Also performs activities such as support resolution processing, meeting minutes, travel authorizations, and assists with the service request intake process. Leads administrative process improvements and projects for the department.
Responsibilities
-Perform support activities for the Engineering & Asset Planning Division, including purchase requisitions, reconciliations, tracking, and receiving. Manage workflow processes, respond to data and reporting requests, and maintain filing systems and asset documentation. Handle internal and external mail processing, office supply management, and answering and direction of phone calls. Coordinate and schedule meetings, manage travel authorizations and arrangements, and process expense reports.
-Maintain accurate employee training records, track and monitor training completion, and prepare monthly training reports. Serve as the division’s records coordinator, assist with inventory asset management, and support the upload of change management logs to the department's repository.
-Work closely with contracting and the legal team to ensure compliance with contracts and District guidelines. Process and maintain records for change orders and bidding contracts. Enter and verify data to accurately track milestone payments and other contract modifications.
-Develop and maintain web pages, track and respond to website inquiries, and collaborate with internal staff to ensure web content is accurate and up to date. Manage Reliability Coordinator access, including certificate administration. Serve a District approval official (E-ISAC Designated Approving Official or DAO).
-Coordinate and distribute departmental correspondence and reports with precision and efficiency. Prepare, revise, and submit resolutions and other documents electronically to the Board, including creating PowerPoint presentations. Facilitate the organization and dissemination of meeting agendas, minutes, handouts, and related materials. Take detailed and organized notes during meetings to accurately record discussions, decisions, and action items for future reference and distribution.
-Provision access to third-party applications, in compliance with regulatory requirements. Serve as the a regulatory member representative on behalf of the District (UAA and WECC Primary Member Representative). Generate certificates and conduct semi-annual reviews of authorized users. Track regulatory procurement activities for compliance review by standard owners.
-Maintain regular and predictable attendance: Perform related duties and responsibilities as required. Comply with District policies. Complete all required training. Maintain a working knowledge and comply with District safety procedures and specific safety requirements of this position, and those in accordance with applicable provisions of the Revised Code of Washington (RCW) and Washington Administrative Code (WAC).
Reports To
Director - Generation & Transmission Engineering & Asset Planning
Overtime exemption
Non-Exempt
Qualifications
Education
Equivalent experience (year for year) may substitute for required education.
-Associate Degree or technical training related to business curriculum or office administration is required.
-Equivalent experience (year for year) may substitute for required education.
Experience
-3+ years of progressively responsible administrative experience or related professional experience is required.
-Experience supporting the transition to a paperless work environment through the use of tools available in Microsoft 365 (or similar) is preferred.
-Experience managing electronic records is preferred.
Skills and Abilities
A fully skilled incumbent will have the following knowledge skills & abilities:
-Document management regulatory requirements
-General database knowledge
-Accuracy and attention to detail
-NERC (North American Electric Reliability Corporation) system operator training requirements and related regulatory agency terminology.
-Current knowledge of applicable records retention laws, regulations, District policies and guidelines.
-Highly motivated individual with strong organizational skills
-Proficient use of English grammar and accurate spelling skills
-Strong verbal and written communication
-Accuracy and attention to detail
-Active listening
-Problem solving skills
-Ability to prioritize multiple tasks in a fast paced environment to meet deadlines
-Ability to elicit cooperation and coordinate total efforts to accomplish tasks
-Ability to work collaboratively, interact effectively, professionally, and provide quality service
-Ability to use logic and reasoning to develop recommendations and solution alternatives to procedural problems or processes
-Ability to record and document meeting proceedings.
-Ability to work independently under minimal supervision
-Ability to work with confidential and sensitive information
-Ability to communicate effectively and professionally with employees and outside agencies Ability to work with confidential and sensitive information
-To perform this job successfully, an individual is required to have knowledge of PeopleSoft Financials; PeopleSoft Timekeeping/HR; Microsoft Outlook; Microsoft Excel; Microsoft Word; Microsoft PowerPoint; Microsoft Visio; Microsoft OneNote; Adobe Acrobat; Maximo Order Processing; Maximo Asset Management; FileNet; SharePoint; Quality Training Systems Software (QTD); and General Office Equipment such as laptop computers, projectors, digital cameras, scanners, copiers and fax machines.
-Must be proficient in reading, writing and speaking English.
Background Screening
-Pursuant to the North American Electric Reliability Corporation (NERC) standards, Chelan County Public Utility District #1 conducts background screening of personnel who have access to the District's critical physical and/or cyber assets.
Physical Demands
-Sitting - Frequently
-Standing - Frequently
-Walking - Occasionally
-Lifting 1-10 lbs Floor-Waist - Occasionally
-Lifting 1-10 lbs Waist-Shoulders - Occasionally
-Lifting 1-10 lbs Above Shoulders - Occasionally
-Climb Stairs - Occasionally
-Stooping/Bending - Occasionally
-Reach Waist to Shoulder - Occasionally
-Wrist/hand/fingers manipulation (keyboarding, mousing, etc.) - Frequently
-Hand Controls (joy stick, controls on equipment, etc.) - Frequently
-Repetitive Motions - Frequently
-Talking - Frequently
-Hearing - Frequently
-Visual - Near Acuity - Regularly
-Visual - Far Acuity - Regularly
-Visual - Depth Perception - Regularly
-Visual - Color Discrimination - Regularly
Working Conditions
-Noise Intensity Level: - Moderate
District Values
-Safety - Protect public and employee health and safety
-Stewardship - Acting on behalf of customer-owners, protecting public resources entrusted to us
-Trustworthy - Competence, integrity, respect
-Operational Excellence - High-quality innovative work execution
Equal Opportunity/ADA
Chelan PUD is an Equal Employment Opportunity employer (EOE Minorities/Females/Protected Veterans/Disabled). We value diversity at all levels of the organization. All qualified applicants will receive consideration for employment without regard to any protected classifications as defined by law.
EEO Law Posters can be found on the main Careers (chelanpud.org) page in English and Spanish.
The job functions and physical requirements described above are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
BACKGROUND SCREENING
Pursuant to the North American Electric Reliability Corporation (NERC) standards, Chelan County Public Utility District #1 conducts background screening of personnel who have access to the District's critical physical and/or cyber assets.
DISCLAIMER
The statements contained herein reflect general details as necessary to describe the principal functions for this job, the level of knowledge and skill typically required, and the scope of responsibility. This should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise to balance the workload.
EEO
Chelan PUD is an Equal Employment Opportunity employer (EOE Minorities/Females/Protected Veterans/Disabled). We value diversity at all levels of the organization. All qualified applicants will receive consideration for employment without regard to any protected classifications as defined by law.
EEO Law Posters can be found on the main Careers page in English and Spanish.
Chelan PUD will not be offering any work visa sponsorship for this role.
Pay Transparency Nondiscrimination Provision
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-I.35(c)