Natural Resources Administrative Opportunity

Production, Planning, Expediting Administrator -(Closes January 20, 2025)

• 3 Year Term limited (with potential to extend), Full-Time.
• Salary $50,000-62,400-/annual DOQ
• Moving Costs Available for Qualified Candidates
• Hybrid Option Available – Based in Taholah, Washington

This is a grant-funded, administrative position with a wide variety of responsibilities for production, planning and expediting support for the Habitat Restoration Program within the Quinault Division of Natural Resources Department of Fisheries (QDFi). The Administrator provides professional administrative assistance by coordinating and expediting the flow of work and materials, scheduling, preparing progress reports and tracking budgets associated with habitat restoration projects. The Administrator tracks and maintains administrative deadlines and events and creates and applies appropriate digital administrative tools using archival and computational software (databases and spreadsheets). The Administrator will also be working with the habitat program staff to assist in preparing grant proposals, administrative reports, and other administrative tasks for QDFi. The Administrator performs technical work in support of QDFi program(s). The Administrator's duties require special judgment, skills, training and experience.

JOB DUTIES INCLUDE –

• Assist the Fisheries Department Habitat Restoration Program conducting departmental administrative functions, preparing, monitoring and controlling budgets, writing grant proposals, program evaluations, accomplishing procurement needs, and administrative or contractual reports, and performing other assigned administrative Perform delegated technical duties in clearly defined areas of professional level work.
• Coordinate activities between departments, agencies, public, and governmental entities as requested. Review and research department/division/tribal operating procedures and problems as they affect Develop solutions and/or recommendations to resolve conflicts and/or improve efficiency.
• Direct various contract administration matters that may include development and/or review of Request for Proposals, contract development review and administration, maintenance of vendor lists, files, and processing and approval of vendor and contractor invoice payments.
• Design and write contract specifications, prepare or oversee preparation of contracts, obtain necessary legalizing signatures, ascertain requirements and coordinate records maintenance; monitor grants and contracts to determine whether objectives are being met; make appropriate recommendations.
• Create and maintain management tools for administrative responsibilities and functions including budget monitoring, reporting, and review using digital assets such as database and spreadsheet software.
• Prepare budget estimates from historical data and planning
• Develop and maintain tools to monitor habitat grant expenditures to assure accurate and accountable budget management. Be able to reconcile and/or modify budgets when
• Prepare In-kind contribution reports as
• Write professional correspondence regarding departmental administrative issues or on behalf of Department and Division leadership
• Draft department/program/project reports for manager approval, including such reports as quarterly, project annual, and General Council annual reports. Maintain a level of office organization and knowledge of information passing through the office that allows providing immediate accurate answers to questions posed by staff and department/division leadership.
• Perform other duties as required or assigned.

EXPERIENCE, KNOWLEDGE, SKILLS

Required Qualifications

Knowledge of:

• Standard management and administrative procedures.
• Laws and regulations governing maintenance of records, personnel management and contract administration including procurement policies.
• Well-developed writing skills using standard styles and protocols.
• Advanced knowledge of applicable software and data processing applications.

Job Demands –

The position requires a developed ability to understand and integrate complex instructions and objectives, plan and organize responsive actions and work independently to complete the instructions and achieve objectives. Adaptability and resilience are required to work effectively with all levels of staff. The Administrator must receive, understand, and respond to high volumes of written and oral communications on a daily basis. The Administrator must effectively organize, monitor, and manage large volumes of departmental administrative data and information. The position requires timely, occasionally rapid, responses to requests for information, supply requests, and reports. This job requires abilities to explain, advocate for, and compromise on occasionally complex administrative and managerial topics. This position requires aptitudes for understanding instructions, working with numbers, problem solving, initiative, analytic ability, memory, concentration, and judgment. May occasionally be required to work beyond normal working hours. Work is primarily performed in an indoor office setting for eight hours per day. Physical effort is needed to lift and carry office materials, supplies and display materials. Mobility is needed to attend various meetings.

Ability is needed to use hands and fingers to handle objects & control automated equipment and computers.

Job also requires the ability to:

• Work effectively in a team-oriented environment.
• Interpret and apply rules and policies with good judgment while independently carrying out a variety of administrative functions.
• Respond effectively to contractor, supplier and team requests in a professional manner.
• Communicate effectively with oral and well-developed writing skills.
• Accept and manage large volumes of data and information on a daily basis.
• Compile and interpret information and organize it into concise contract, grant, and/or administrative reports.
• Create, maintain and employ customized applications for administrative data and information management and monitoring. These applications are preferably created with standard software packages such as Microsoft Office or Google applications.
• Plan and schedule activities and incorporate recommendations from other staff.
• Schedule and organize assigned work in terms of meeting priorities and maintaining routines.
• Interpret and follow oral and written instructions with attentiveness to detail.
• Discreetly handle confidential materials.
• Tactfully and courteously, deal with individuals and groups.

HYBRID WORK OPTION –

The candidate will be allowed to work remotely but may be required to visit worksites, partner and agency offices and scheduled, in-person meetings as a point of contact for Quinault Nation watershed restoration efforts. Virtual meetings are encouraged for technical and logistical discussions and when in-person attendance is not required. The position must be available to visit and work from the Quinault Administration Complex in Taholah, Washington if required to meet the obligations of updating and receiving direction from supervisors, policy bodies and leadership of the Quinault Indian Nation. The position will have a working area assigned at the Quinault Department of Fisheries for hybrid or full-time use.

OTHER REQUIREMENTS –

• Must have a valid Washington State Driver’s license or be able to obtain one within the first month of employment.
• Must have and maintain the ability to be insured under the Quinault Indian Nation automobile insurance.
• Must be able to maintain confidentiality of information.
• Able to comply with the Federal Drug Free Workplace Act.

BENEFITS –

• Very Competitive Health and Dental Plan.
• Generous Paid Time Off including Annual Leave and over 20 paid Holidays. 12 days of Annual Leave accrued in first full year of employment.
• Generous Sick Leave accrual.
• 401K and Profit Sharing after one year of employment including matching contributions by employer.
• Wellness Leave time.