Administrative and Contract Specialist
Closing Date: Feb 12, 2021
The Columbia River Inter-Tribal Fish Commission (CRITFC) is seeking an Administrative and Contract Specialist to serve the Fishery Science (FSCI) Department. The FSCI Department is CRITFC’s largest department, containing over 40 full-time staff stationed primarily in Portland, OR, but also in Hagerman, ID, and Moscow, ID. Fishery Science staff perform anadromous fish and habitat research throughout the Columbia Basin, which encompasses the states of OR, WA, ID, MT, as well as British Columbia, Canada. Additionally, there are many fixed assets that have been procured by the FSCI Department: scientific research lab and field equipment, firearms, servers, and sensitive equipment.
The FSCI Administrative Contract Specialist is responsible for drafting and updating department budgets, indirect costs proposals, project contracts and subcontracts, purchase order requests, expenditures, and organizing FSCI files. The incumbent will provide both administrative and contract support to the FSCI Department Manager and Project Leaders within the Department. Incumbent assists all FSCI staff to understand and comply with CRITFC financial and operational policies. A large part of each day is spent working closely with the CRITFC Finance Department and providing administrative support/guidance to FSCI staff. It is essential the incumbent is a self-starter, can communicate clearly and effectively, and establish strong positive collaborative working relationships within and outside the FSCI Department.
- Salary Range: $51,244-$66,614 (DOE, plus benefits)
- Department: Fishery Science
- Classification: Full time, Regular, Non-Exempt
- Location: Portland, Oregon, Mandatory telework is required during COVID-19 pandemic
Essential Job Functions
- Contract support—help project leaders generate, organize, track, manage, and shepherd FSCI Project cost-centers, contracts, vendor agreements, license renewals, and subcontracts;
- Budget support—act as FSCI liaison to the CRITFC Finance Department. Track and update FSCI Department budgets, review individual project budgets, produce monthly budget status reports, including staff time and expenditures, to project leaders and the FSCI Department Manager;
- Administrative support—serve as the control point for FSCI purchases, travel requests, ingoing/outgoing mail, purchase reconciliations, reimbursements, copying, faxing, occasional data entry, FSCI Commission memos, meeting coordination, and occasional notetaking;
- Digital record keeping—maintain, proof, copy, organize, and update FSCI confidential and non-confidential records, contract files, personnel files, or internal memoranda;
- FSCI annual budget—assists the FSCI Manager, Deputy FSCI Department Manager, and the Chief Financial Officer in creating the annual FSCI budget, indirect cost proposal, and tracking of In-Kind Contribution information;
- Asset tracking—insure that items of monetary value are stored in an appropriate and secure fashion; coordinate fixed asset tracking with the Finance Department;
- Technical editing/proofing—review FSCI generated memos, letters, reports, presentations, manuscript drafts, and occasional emails;
- Other duties as assigned and appropriate to CRITFC and FSCI Department.
- Associates or B.A. degree in Administrative or Business Management. High School diploma with five years’ relevant experience will be considered;
- Ability to work positively with a diverse team of professionals to provide information and support administrative and contracting functions;
- Experience with budgeting and fiscal procedures, including purchasing;
- Must be a self-starter and willing to learn process and procedures on the job;
- Must be able to prioritize activities and schedule time effectively to meet schedules and deadlines;
- Dependable work habits including regular attendance, and punctuality in all matters concerning work and work assignments;
- High proficiency with Microsoft Office (e.g. Word, Excel, PowerPoint). An Excel proficiency test may be given during the interviews;
- Excellent organizational ability. Must be highly motivated and detail oriented;
- Excellent oral and written communication skills.
The following qualifications, although not required are desirable:
- Experience with technical writing and editing;
- Experience with fiscal and management reporting and analysis, which includes reporting tools, statistical analysis and forecasting responsibilities; understanding of governmental fund accounting;
- Understanding of Columbia River Basin tribes, treaty rights, and natural resource issues;
- Ability to conduct budget and workflow analyses including database creation, maintenance and operation, process analysis, streamlining processes, gaining efficiency, continuous improvement;
- Compile financial data from internal and external databases for multiple projects and create annual and multi-year projections of spending and budget status.
- Supervision Received: This position reports directly to the Fishery Science Department Manager.
- Supervision Given: None.
Most of the work is sedentary and performed at a workstation at the Columbia River Inter-Tribal Fish Commission in Portland, OR. An office space is provided for privacy and concentration; however, the nature of the work has frequent interruption. Contact with the public and staff requires strong communication skills. The routine schedule is Monday through Friday. Employee may occasionally be required to work beyond normal working hours and travel offsite (e.g. Hagerman, ID), including overnight travel. The position requires regular use of computers and video display terminals. During the COVID-19 pandemic, a 100% telework schedule is mandatory for FSCI staff; however, an exception may be made (not guaranteed) for this position under a modified in-office schedule following the CRITFC COVID-19 Response Guidance.
CRITFC Motor Vehicle Policy
The driver operating a CRITFC vehicle or their own private vehicle for business related purposes shall be in possession of a valid, unrestricted current driver’s license, or other operator’s license, as required by law; and be eligible for coverage under CRITFC’s Motor Vehicle insurance policy. Upon request, CRITFC’s Motor Vehicle policy is available to applicants to review the required criteria.