Administrative Assistant III - IBSS Corporation

Job Title:   Administrative Assistant III
Location:   On Site at the NOAA Fisheries, West Coast Region (WCR)
Portland Office
1201 NE Lloyd Blvd, Suite 1100
Portland, OR 97232

Clearance: Must be able to obtain a Public Trust


Key Responsibilities:
Task 1: Staff the Office Front Desk:

• Answer the main phone line and appropriately route calls
• Responsible for reporting broken web links and other issues with publicly available information to the appropriate staff.
• Greet and direct visitors; provide visitor passes
• Prepare outgoing UPS packages; receive incoming deliveries.
• Sort and distribute incoming mail/assist staff in sending letters Schedule conference room and government owned vehicle (GOV) reservations
• Assigned daily projects will include maintenance of various regional spreadsheets or directories, developing employee resources, updating intranet content and assisting the communications team with basic media work..
• Send service requests and work with the building management team to address maintenance matters such as lighting, leaks, elevator issues, etc.

• Act as the In/Out coordinator for the Portland, Roseburg, and Newport locations (requires coordination with other Portland support teams such as IT, the Space Committee, development of welcome packages, assistance with fingerprinting and other security requirements, etc.)
• Serve as a first point of contact for incoming staff, help prepare office spaces, provide facility tours and emergency evacuation procedures.
• Responsible for the maintenance of the regional emergency phone tree,, and updating regional contact information available on the intranet site.
• Prepare vehicle tags and distribute assigned tags per Facilities Officer direction;
• Is the lead for periodic vehicle maintenance (i.e., cleaning, fueling, assisting in drop off and pick up of Government-owned vehicles (GOV in the Portland Office) with direction from the Task lead.
• Is the lead for dealing with emergency GOV situations like flat tires, repairs, damage from break-ins, dead batteries, etc., with direction from the Task lead.
• Assist division secretaries with special projects, including basic spreadsheets, letters, etc.
• Photocopying, scanning, and faxing of documents.
• Conduct basic internet research when appropriate needs are identified;
• Assist in ensuring Office Safety Action Plan and Emergency Plan requirements are in place.

• Individual must have a high school diploma or a minimum of 2-year experience in the areas defined below:
• Ability to effectively communicate with diverse groups of people;
• Ability to handle and prioritize work assignments;
• Proficiency in use of Microsoft Office Suite (Word, Excel, PowerPoint, SharePoint)
• Skill in office management processes;
• Ability to learn and use a variety of automated systems to perform administrative tasks such as timekeeping, travel arrangements, etc.;
• A valid driver's license is required for assistance with Government-owned vehicle (GOV) maintenance tasks such as: fuel, and oil change drop off/pick-up

About IBSS Corp.
Since 1992, IBSS, a woman-owned small business, has provided transformational consulting services to the Federal defense, civilian, and commercial sectors. Our services include cybersecurity and enterprise information technology, environmental science and engineering (including oceans, coasts, climate, and weather), and professional management services.

Our approach is to serve our employees by investing in their growth and development. As a result, our employees bring greater capabilities and provide an exceptional level of service to our clients. In addition to creating career development opportunities for our employees, IBSS is passionate about giving back to the community and serving the environment. We strive to leave something better behind for the next generation.

We measure our success by the positive impact we have on our employees, clients, partners, and the communities we serve. Our tagline, Powered by Excellence, is a recognition of the employees that make up IBSS and ensures we deliver results with quality, applying industry best practices and certifications.
IBSS offers a competitive benefits package including medical, dental, vision and prescription drug coverage with company-paid deductible, paid time off, federal holidays, matching 401K plan, tuition/professional development reimbursement, and Flex-Spending (FSA)/Dependent Care Account (DCA) options.

IBSS is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information. Click https://www.eeoc.gov/poster to see that the EEO is the law.

If you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please direct your inquiries to the HR Department, Francesca Urrutia at (703) 826-4302, or email at HR@ibsscorp.com