Records Management and Administrative Support (Portland, OR)

Records Management and Administrative Support

Portland Records Management and Administrative Support Ocean Associates Inc. (OAI) is seeking an individual to provide Records Management and Administrative Support to the National Oceanic and Atmospheric Administration s (NOAA) National Marine Fisheries Service (NMFS) West Coast Regional Office (WCR) Oregon Washington Coastal Office (OWCO). OAI supplies personnel support services on contract to government and industry clients for marine fisheries and protected species. Background The NOAA Fisheries WCR Portland Oregon is the headquarters for the OWCO and includes the OWCO Assistant Regional Administrator. This office s responsibilities include maintaining and processing OWCO administrative records and Freedom of Information Act (FOIA) records. Contractor responsibilities will provide full time support for the WCR OWCO staff in administration and support of Federal Authorities including ESA and MSA oversight correspondence records office support and coordination. Under the direction of NMFS Project Officer the contractor shall maintain electronic and paper filing system for OWCO. The contractor will enter records into an electronic database and maintains files within the database help reconcile errors and correct or report all discrepancies to Project Manager finds and retrieves information from files in response to requests from users work closely with biologists and managers to compile prepare and transmit responsive documents in appropriate formats and timelines. This position provides critical service to OWCO by expediting administrative record responsiveness freeing biologists and managers to focus on other significant program activities. Start Date October 2020Location NMFS office located at 1201 SE Lloyd Boulevard Portland Oregon 97232Salary and Benefits This is a full time position based on 40 hrs. week with generous employee benefits. Hourly rate is commensurate with experience. DutiesRecords Management Ensures that scanning and records maintenance activities are performed in an efficient and effective manner. Sorting and coding of material for integration into electronic records system Organizing & filing Administrative Litigation Records Performing special projects as assigned (FOIA and Litigation assistance) General Office Assistance and Front Desk Backup Sit at the reception area to provide back-up support on pre-arranged dates Copying faxing sending fed ex Maintain computer and paper files Respond to office inquiries. Other DutiesProvide support of the electronic and paper filing system for the OWCAO state office. Assignments will be completed on a daily basis with a 95% accuracy rate. Enter records into an electronic database and maintain files within the database as assigned. Assignments will be completed on a daily basis with a 95% accuracy rate. Conduct file retrieval in response to requests from users. Assignments will be completed on a daily basis with a 95% accuracy rate. Reconcile errors and correct or report all discrepancies to Project Manager. Use computer applications or other automated systems such as spreadsheets word processing calendar e-mail and database software in performing work assignments. Photocopying scanning faxing shipping and mail distribution Provide support to OWCAO in Staff related document management and control Provide assistance with documents related to docket requirements to be included in an administrative record to comply with NOAA policy and recent court decisions. Organization and indexing an administrative record for litigation. Measurements will be determined upon assignment by PO. FOIA Coordination for the OWCO on individual FOIA request processing. Response time frame of 20 days is outlined in the FOIA regulations and must be met however specific time frames for each assignment will be determined by the Regional FOIA Coordinator at the time of assignment. 100% accuracy is required. As needed provide telephone coverage within OWCAO and for other divisions including rotations at the front desk. Required Knowledge and Experience Selected individual(s) must have the following minimum qualifications A high school diploma or a minimum of 1-year experience in the areas defined below Administrative clerical experience preferably in the field of records or information management Knowledge and experience of records management and information practices and procedures of a records management system Knowledge of relevant computer applications (document management relational databases and spreadsheet applications) Accuracy and attention to detail in the review classification and distribution of documents Ability to use a variety of automated systems to perform administrative tasks related to record keeping. Ability to learn and use a variety of automated systems to perform administrative tasks such as timekeeping travel arrangements etc. If you are interested in being considered for this position you MUST APPLY THROUGH OAI s WEBSITE ONLY. Go to OCEANASSOC.COM click on Careers then click on Job Openings find the position you wish to apply for.Only qualified applicants that meet minimum experience or background requirements stated above need apply. When applying for this position you will be asked to upload your resume at the end of this online application.Applicants should submit a resume that includes the following Cover letter that briefly describes how you meet the required and preferred qualifications listed. Work history for past 10 years or since last full-time education. Education. Previous experience or training with similar requirements. Three professional references. Include your name in the document file name. Upload your resume in readable not scanned PDF or Word format (PDF is preferred). In compliance with federal law all persons hired will be required to verify identity and eligibility to work in the United States complete the required employment eligibility verification document form upon hire and successfully complete a federal government background check. Ocean Associates Inc. is an Equal Opportunity Employer and does not unlawfully discriminate on the basis of any status or condition protected by applicable federal or state law.OAI is a government contractor and is required by law to invite applicants to self-identify their race gender national origin disability status and veteran status. OAI is required to use the information it collects as part of its future affirmative action efforts in hiring. The information is collected anonymously by computer and is not connected to your application. You will see a place to check certain boxes in OAI s online application. Even though the information is anonymous self-identification is voluntary. You can always check the box that says you decline to self-identify.Note If you are not selected your materials may be retained for present or future opportunities. We may use your resume in bidding on a project and if we are awarded the work we will contact you before seeking further applicants. If you do not wish us to retain or use your resume to seek work for you please let us know in the Notes section on the second page of the online application.