Administrative Assistant II - Supply Chain

Closing Date to Apply: September 28th, 2026 @ 5 pm PST

About the role

This is a mid-level administrative support position working under limited supervision, providing support to Senior Manager/Director level. The position handles moderately complex administrative functions, supports departmental coordination, manages scheduling and logistics, prepares reports, and supports budget-related tasks. It requires sound judgment, initiative, and strong organizational skills. The role reports directly to the leader they support, with organizational administrative standards and coordination overseen by the District Administration Manager to ensure consistency and best practices across the utility.

Responsibilities

• Provide administrative support to a Senior Manager and Department Managers including scheduling, coordinating meetings, drafting correspondence, and organizing travel.
• Prepare, edit, and format complex documents, reports, and presentations with a high degree of accuracy.
• Assist in monitoring department budgets, tracking expenditures, and maintaining supporting documentation.
• Coordinate department-level communications and act as a liaison between the Senior Manager and internal/external stakeholders.
• Organize departmental projects or initiatives, tracking timelines, and ensuring deadlines and deliverables are met.
• Maintain accurate records, filing systems, and databases; retrieve and prepare data for reporting and decision-making purposes.
• Screen calls and emails, exercising discretion in handling or redirecting inquiries.
• Support procurement processes such as ordering supplies, reconciling invoices, and maintaining contract documentation.
• Coordinate logistics for department events, trainings, and staff meetings, including preparing materials and following up on action items.
• Provide guidance and support to Administrative Assistant I’s, Student Helpers, or Interns, as applicable.
• Interact with internal staff and external contacts professionally and courteously, demonstrating positive and respectful collaboration.
• Follow organizational administrative service standards and practices established by District Administration Manager to ensure consistent, professional, and coordinator support across the utility.
• If needed to operate a GPUD vehicle for business purposes, refer to the Vehicle/Asset Usage Policy, IS-TA-POL-001.
• Demonstrate commitment to Grant PUD’s mission, vision, values, strategic plan, and Grant PUD/IBEW Local 77 Code of Excellence.
• Understand and adhere to compliance requirements for this position that may include laws, regulations, security guidelines, Grant PUD policies & procedures.
• Actively participate in all aspects of the safety program, including following safety policies and procedures, alerting supervisors and coworkers to unsafe or hazardous conditions, reporting safety incidents or close calls within 24 hours, and accepting feedback on safety performance.
• Provide administrative coordination for departmental documentation, including organizing files, updating templates, and preparing and posting approved materials.
• Assist with preparing and formatting routine departmental reports, meeting packets, and monthly updates for leadership review.
• Support basic record-keeping tasks such as tracking document status, assisting with routine retention activities, and coordinating with Records as needed.
• Assist with entering and maintaining information in department tracking tools, logs, or spreadsheets used for monitoring work activities or purchases.
• Support procurement-related administrative tasks such as collecting documentation, receiving information, updating vendor or roster details, and preparing routine communications.
• Coordinate logistics for departmental trainings, events, or meetings, including scheduling, preparing agendas and materials, and tracking follow-up items.
• Assist with posting approved public notices and updating shared department sites or information repositories.
• Track assigned deadlines and follow up with staff to ensure documents, forms, or approvals are completed timely.
• Provide administrative coordination for routine contract or purchase-order processing tasks as directed by Procurement or department leadership.
• Maintain office resources, mail distribution, supply inventory, and coordination with Print Shop services as needed.
• Provide general administrative support to managers and staff within the Operating Unit in alignment with the AA II classification.
• Coordinate routine documentation and reporting processes for Strategic Alliance Partnership Agreements, purchase orders, and contracts, including maintaining logs, preparing materials, performing basic verification of completeness and accuracy, and escalating any discrepancies for resolution prior to review.

Requirements

Required Qualifications (Education And Experience, License, And/or Certification): Associate degree in business administration or a related field OR 1 additional year of relevant experience in lieu of degree. Three (3) years of administrative support experience.

Qualifications

Preferred Qualifications (Education And Experience, License, And/or Certification): Experience supporting a Senior Manager/Director or equivalent-level manager. Experience with timekeeping, procurement, or project management software. Certification in administrative or office management (e.g., CAP). One (1) year of experience designing or reviewing large asset datasets.

Skills

• Knowledge of departmental policies and administrative systems.
• Strong planning, coordination, and problem-solving skills.
• Ability to work independently and manage multiple priorities with limited supervision.
• Excellent interpersonal and professional communication skills.
• Ability to follow established procedures and seek guidance when needed.

Benefits

Benefits: This link below will provide you with Grant PUD’s benefit that may be available if hired, different employee types are eligible for different benefits. Grant PUD — Unified Insurance Program (uip-wa.org)

Pay

Salary: $30.60 to $47.16 hourly. Midpoint: $38.88 hourly. Grant PUD posts the full hourly range for each position. The midpoint is provided as a reference point and is not a guaranteed starting pay. Starting pay is based on job-related factors such as qualifications, experience, skills, internal alignment, and organizational needs. Most new hires are typically placed between the minimum and midpoint of the range.

Schedule

Position may be eligible for hybrid work arrangement: Yes. Majority of work is performed in a standard office setting. Typical shift of employees in this position: 8 hours.