Records & Administrative Assistant

Port of Longview•Longview, WA

1d•Onsite

About The Position

As one of the first ports in the state of Washington, the Port of Longview has long prided itself on a hard-working labor force with deep roots in the state’s blue-collar industries. The Port works for the community as an economic driver for a variety of industries and businesses within Longview and the surrounding area. We create jobs, support local programs, and contribute revenue back into the community to continually improve the quality of life for its residents. In addition, we strive to provide opportunities for professional development and growth within our team. We are proud to serve our community as Washington's Working Port ! This position is responsible for maintaining the Port’s record management system while also providing clerical and administrative support to ensure efficient functioning of the Port Administration office.

Requirements

High school diploma or GED equivalent.
One (1+) year of experience working in an office environment, including filing, accounting, bookkeeping, or other administrative support.
An equivalent combination of education and experience.
Advanced knowledge of Microsoft Office suite (Word, Excel, PowerPoint, OneNote).
Knowledge of archival and records management concepts, practices, and issues.
Excellent verbal and written communication skills.
Excellent interpersonal and customer service skills.
Excellent organizational skills and attention to detail with a high degree of accuracy in data entry.
Excellent time management skills and dedication to meeting deadlines.

Nice To Haves

Records management, archival experience or legal experience.

Responsibilities

Organize, classify, inventory, label, and maintain physical and digital Port records, including but not limited to current and archival documents.
Manage Port’s digital database and records system, maintaining data accuracy to meet administrative, legal, and financial requirements.
Process and transfer essential and selected records to storage.
Assist departments with the preservation and digitization of records.
Assist Public Records Officer (PRO) with fulfilling public records requests, including coordinating with staff to search and locate responsive records to meet obligations.
Welcome visitors and assist guests in a professional and friendly manner. Duties may include providing directions, answering questions, or assisting staff in preparation of visitors.
Provide administrative support in the areas of word processing, scanning, copying, or various special projects.
Set up conference rooms for scheduled meetings, including restocking supplies, and ordering lunches if needed.
Open and distribute mail daily and record payments received for the weekly deposit.
Assess inventory needs and coordinate with the appropriate staff for restocking.
Receive daily deliveries and coordinate with staff for pickups.
Provide training for staff upon hire or on an as needed basis as requirements change.
Stay up to date on best practices for record management programs, including physical and electronic records, and provide recommendations to management.