Administrative Assistant

Position/Project Specifics:

This administrative assistant position works in the Fish Passage Center (FPC), and is administered by Pacific States Marine Fisheries Commission (PSMFC). The Fish Passage Center is a small office (10 employees)located in Portland, Oregon, U.S.A. and was established in 1982 to provide technical assistance and information to the state and federal fishery agencies and Native American tribes, and the general public, on matters related to juvenile and adult salmon passage through the mainstem hydrosystem in the Columbia River Basin.

The primary responsibilities of this position are:

• To facilitate organization workflow, including: word processing, photocopying, mailing, faxing, distributing incoming mail, reception, and telephone calls.
• Review and edit organizational work products for content, adherence to policy, clarity, grammar, format, etc.
• Maintain filing systems for document numbering, storage, retrieval, and archiving. Develop and assure record retention for historic documents.
• Make complete arrangements for large conferences and conference calls. Includes sending out agenda, setting calendars, distributing documents, and maintaining records.
• Prepare and monitor budgets for office operations. Monitor and analyze expenditures and recommend budget adjustments as necessary. Prepare associated budget requests and reports. Maintain office library (electronic and hard copy).
• Uploading and editing project budgets, work elements and milestones in the regional cbfish data base.
• Provide support for FPC staff, note taking as requested for meetings.

Offers of employment with PSMFC are contingent upon candidates being fully vaccinated from COVID-19 (unless eligible for exemption under a reasonable accommodation).

• Strong MS Word skills for producing lengthy documents which include complex tables and graphics. Must be able to set up reports to automatically generate a table of contents, list of tables, and list of figures. Should be familiar with the merge, track changes, hyperlink, and document compare features.
• Attention to detail in finalizing word documents, for editorial, grammatical, content and formatting specifics.
• Skills and experience with Excel software needed to create budgets with multiple spreadsheets which include formulas and linked cells. Experience using Acrobat, MS PowerPoint and Outlook. Desired Outlook experience includes creating/maintaining e-mail lists, exporting e-mail lists to other MS programs, and arranging meetings using the Calendar function.
• Experience with graphics software helpful. Other software to be used (willing to train the right candidate): Indesign (desktop publishing), Concur (travel/expense reimbursement), Navision (accounting), Pisces (project tracking), GoToMeeting (webinar), HMTL (posting documents to the Web), MathType (equation editor), Inmagic (library), Zotero (document/citation organizer).
• It is extremely important that the incumbent is strongly self-motivated to accomplish tasks and must have the ability to work independently.
• Good oral and written communication skills for working in a small office environment and communicating with main office, building management, and funding organization and constituent agencies and Native American tribes.

Physical Demands:The work is sedentary. There is some walking, standing, bending, carrying of light items such as papers, books, etc. A major portion of the work is performed at a personal computer.

Work Environment:The work is performed in an office setting with adequate lighting, heating and ventilation.

At least one year of applicable work experience.

A range of experience and education may be presented. At the lower end of the range, candidates must present one year of General Experience* OR fours years of education above the high school level in any field for which high school graduation or the equivalent is the normal prerequisite. An equivalent combination of experience and education is also qualifying.