Assistant Administrator
: Job Details :

The Chester Co. Conservation District is seeking qualified applicants for employment. The District is currently accepting applications for an Assistant Administrator with a start date of January 6, 2025. This is a full-time County position with fringe benefits. The Assistant Administrator position provides direction to the support staff for administrative support to the technical staff, assures completion of mandatory PADEP permits, and ensures delegation agreement responsibilities of the Conservation District are met. Conservation District staff have the option to work from home, therefore the Assistant Administrator must be able to manage the team in a virtual capacity and ensure coverage of the office during office hours.

The Assistant Administrator I is responsible for hiring, training, motivating and supervising departmental support staff. This position will manage the office, coordinate the management of workload distribution, and provide direct clerical, secretarial and administrative support, as needed. Assist District Manager in formulating, administering and monitoring yearly budget. Serve as HR and DCIS Liaison for the District. Coordinate and oversee the maintenance, repair, and cleaning for the office.

* Coordination and communication of agenda, reports, minutes and catering for monthly board meetings

* Manage & process all income and invoices, assigning budget categories. Maintain and reconcile petty cash

* DCIS Liaison - maintain inventory of equipment, coordinate with UL for switch outs and technical issues.

* HR Liaison -Process all necessary HR forms (hires, terminations, position changes), assist in hiring process including onboarding, and act as liaison to HR for the District.

* Formulate and administer all aspects of the yearly County and District budgets including analysis for State Conservation Commission

* Check payroll entries for accuracy of codes and attendance for all District staff, approve and send to Payroll

* Responsible for annual audit with outside auditing firm

* Oversee maintenance, repair, cleaning, and function of the equipment, office and building.

* Envirothon Team - obtain sponsors and assist with organizing annual event.

* Responsible for taking complaints from public and entering in database.

* Oversee Right to Know (Open Records Policy) requests, coordinate viewing and copying of requested files, and sending digital copies using Safe File Transfer

* Assist with administrative duties for PennVest grants including application and settlement processes and oversight of DBE, entering cost sheets, processing invoices, and entering payment requests

* Oversee Website Administrator for District Web and Facebook pages

* Purchase office equipment and supplies

* Assist with administration of Dirt & Gravel Low Volume Road program

* Back up support for Watershed Coordinator with intern and grants

* Coordinate venue and catering for Annual Meetings (Legislative Breakfast, PCSWM Engineers Meeting, Producers Meeting).

* Coordinator of press releases and information out to publications

* Gather & enter data for Strategic Planning

* Hire, train, motivate and supervise support staff.

* Coordinate and manage workload distribution.

* Maintain and update financial and personnel records and reports.

* Assign and implement cross-training to maintain productivity levels.

* Assist with goal setting for staff.

* Conduct performance evaluations and annual reviews.

* Review and administer office and county policies and procedures.

* Produce, maintain and distribute reports, as necessary.

* Provide administrative support (secretarial, clerical, answer phones, transcription, typing, filing, copying, etc.).

* Serve as liaison with other departments and offices as necessary.

* Order, maintain and distribute supplies and office equipment.

* Arrange for seminars and training courses (handle travel arrangements and accommodations).

* Maintain a favorable public image while interfacing with clients and the general public.

* Perform other duties, tasks and special projects, as required.

* Associate's degree or equivalent combination of education and experience.

* Four years of job-related experience.

* Prior supervisory experience.

* Ability to provide information and input for decision making and handling of internal and external communications.

* Excellent interpersonal skills.

* Ability to coordinate and direct work assignments.

* Strong verbal and written communication skills.

* Strong organizational and time management skills.

* Ability to establish priorities (remain focused on daily operations).

* Working knowledge of budgets, spreadsheets and interpreting audits.

* Accurate and detail oriented.

* Intermediate skill to use a personal computer and various software packages.

* Working knowledge of Human Resource guidelines (FLSA, ADA, FMLA, etc.).

* Ability to work independently and proceed with objectives.

* Knowledge and skill with standard office equipment (fax, copier, calculator, etc.)

* Ability to maintain confidential information and handle confidential matters.

* Strong professional ethics.

* Courteous and tactful with customer service experience and/or skills

* Ability to follow office protocol and carry tasks to completion.

* Able to use common sense understanding to carry out written or oral instructions.

* Ability to handle and resolve recurring problems and work as part of a team.

* A valid driver's license is required.

Preferred Skills, Knowledge & Experience:

* Bachelor's degree in business administration or a related field.

* Prior accounting experience.

* Notary Public license.

* Conflict management and resolution skills.

* Working knowledge of departmental policies and procedures.

* General knowledge and understanding of County of Chester policies and procedures.

Relevant background checks, clearances, physicals, drug tests, and any other assessments or evaluations will be conducted after an offer of employment is given per County policy.

Computer Skills:

To perform this job successfully, an individual should have:

* Intermediate Office Suite Skills, (Word, Excel, PowerPoint, and Explorer)

* PeopleSoft skills (Financial and HR) or the ability to learn PeopleSoft

* Basic OutLook skills (Email and Calendar)

Physical Demands:

While performing the duties of this position, the employee is frequently required to stand, sit, walk, climb stairs, and talk or hear. Occasionally, the employee will need to reach above shoulders; bend, twist or rotate at the waist; climb or work on a ladder; kneel, stoop, crouch or squat; drive a vehicle during working hours; and push, lift or carry items. On rare occasions, the employee will need to work with arms above shoulders.

The specific vision requirements for this position are as follows:

* Close vision (clear vision at 20 inches or less)

* Ability to adjust focus of the eye to bring an object into sharp focus

Work Environment:

* The noise level in the work environment is usually quiet to moderate.

Other:

* Ability to work extended hours, as necessary.

* This position requires professionalism.

* Confidentiality is crucial to this position.

* The person in this position is expected to acquire an intermediate level of knowledge about the task activities of all those supervised and basic knowledge of the task activities of other office staff.

Conservation District Duties

* Manage Administrative Support Staff. Complete & review Performance Reviews

* Assist District Manager

* Attend Department Head meetings, if needed.

* Assist District Manager & Finance Department with budget

* Prepare & attend Board of Directors monthly meetings