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Now Hiring! Administrative/ Accounting Assistant

Administrative/Accounting Assistant Job Posting

Join our growing team and have a great time doing a lot of good for the estuaries we all love!

Tillamook Estuaries Partnership (TEP) is looking for somebody who will work closely with our staff, Board of Directors, and partners who share a common goal of clean water, healthy ecosystems, and strong communities.

Scroll down for more information on TEP and the Administrative/Accounting Assistant Position, and how to apply.

General Job Description

The Administrative/Accounting Assistant position is integral to TEP’s high-performing team, and its primary objective is ensuring the effective operation of TEP.  The A/A Assistant’s role accomplishes this objective by providing business support to TEP’s Leadership Team, Board of Directors, and staff and by creating an efficient and welcoming office environment.

How does this role support TEP’s mission?

The A/A Assistant is the hub of the office and the first point of contact for the public and many of our partners. As such, this position plays an integral role in maintaining partnerships and relationships within TEP, with other organizations, and throughout the community. By providing essential office support and trusted fiscal services, the A/A Assistant’s activities align with one TEP’s Core Values:  “Providing Maximum Benefits to All:   Our actions as an organization, from budgeting decisions, to our work in the field, are evaluated and governed by a desire to create the greatest number of beneficial outcomes — for our water, and the wildlife, plants, and our local community who rely on it.”

What is this role accountable for?

  • Open TEP’s main office during regular office hours and maintaining a welcoming atmosphere
  • Smooth communications for Executive Director and Board of Directors
  • Office processes, supplies, & equipment
  • Accounts Payable

How do we measure success?

  • Office environment is welcoming, supportive, and efficient (timeliness; no partner, staff, or Board complaints)
  • Timely response to payment requests
  • Annual Key Performance Indicators (KPIs) are reviewed by TEP leadership, and all job-related goals are being met
  • Annual TEP workplans are submitted to EPA and all organizational goals are being met

Job-Specific Responsibilities

  • Administrative assistance to the TEP Executive Director, Board of Directors, and staff (approx. 50%)

    • Provide Executive Director with administrative assistance with calendar management, travel arrangements, document preparation, report generation, special projects
    • Schedule, attend, and provide logistical support for board meetings and staff meetings; prepare and post board meeting documents on web portal
    • Assist with procurement of project-related materials and equipment
    • Maintain multiple databases for contracts, grants, subscriber lists, etc.
  • Accounting assistance to the TEP Deputy Director (approx. 25%)

    • Perform accounting duties for TEP including accounts payable
    • Assist with audit preparations and other accounting tasks as assigned
  • Office Administration (approx. 15%)

    • Open TEP office and maintain a welcome atmosphere during regular TEP office hours; greet guests, staff, and board as they enter and assist them as needed
    • Manage incoming and outgoing communications, answer and direct calls
    • Schedule office services and oversee contracts (janitorial services, building maintenance, etc)
    • Operate and maintain office equipment (printer/copier, computer systems, telephones, conference system, etc)
    • Perform office/electronic filing and record keeping duties
    • Maintain public areas in office space for general orderliness and professional appearance
    • Maintain inventory of office supplies
  • Logistics and planning support for TEP events (approx. 10%)

    • Create invitations, receipts, thank you letters for events
    • Provide logistical, planning, and implementation support for TEP events such as Year in Review public meetings, fundraising events, community engagement programs, and volunteer events
    • Maintain databases of donors, sponsors, etc

General Responsibilities

  • Support TEP staff, Board of Directors, and partners in the development, implementation, and reporting of TEP’s CCMP; 5-year strategies, annual work plans, State of the Bays
  • Track organization metrics
  • Represent TEP at meetings, committees, conferences, workshops, and events as needed
  • Participate in TEP fundraising efforts
  • Any other duties as assigned

 

Qualifications for New Hires into Position

Equity and Diversity  – The Right Fit, Rather than a Perfect Fit

Studies have shown that underrepresented people often do not apply for technical jobs unless they feel they meet every qualification or requirement listed in a job description.  Conversely, people with identities overrepresented in these fields often do not hesitate to apply for jobs even if they do not meet all stated qualifications.  TEP does not expect one person to perfectly fit the Administrative/Accounting Assistant job description prior to holding a similar position for several years. TEP wants the right fit, for both the employee and for TEP.    Prior experience may be transferable, even if it is outside what is described herein.  Training and professional development is available to TEP employees to help improve skills.  Passionate and interested people with the core competencies listed above are encouraged to apply.

Minimum Requirements

  • Minimum of three years of relevant administrative work experience.
  • Thorough knowledge of office practices and procedures including aptitude with computers, electronic filing, and data retrieval
  • Proficiency with PCs and Word, Excel, PowerPoint, and Adobe or other similar software
  • English language proficiency
  • Reliable transportation to/from TEP’s office that does not interfere with the hours required for this position. (This can include public transportation.)

Preferred

  • At least one year of practical experience with accounts payable and general accounting principles is desired but not required. If you are good with numbers and can learn quickly, then we can teach you our accounting system.
  • Experience with QuickBooks desired but not required.
  • Proof of valid driver’s license and current auto liability insurance. These are required (i) prior to driving any TEP-owned vehicle and (ii) prior to driving any vehicle, including personal vehicle, for any TEP-related business.  Having a personal vehicle is more convenient for the Administrative/Accounting Assistant position but is not a pre-employment qualification.

 

Desired Attributes throughout Tenure in this Position

  • Interacts with staff, Board Members, and public in a welcoming and professional manner
  • Strong collaboration skills, ability to motivate others, build consensus, and follow-through with group decisions
  • Prioritizes tasks to manage projects, adapting as needed to changing priorities, deadlines, and instructions
  • Self-motivated and able to carry out tasks and respond to situations as they arise with minimal supervision
  • Demonstrates a concern for accuracy (e.g. high attention to detail during accounting tasks, data entry and spreadsheet management, report generation, note taking)
  • Demonstrates a concern for effectiveness suggests ways to improve organizational efficiencies)
  • Demonstrates integrity and ethical behavior and maintains confidentiality
  • Works in an economically, socially, and environmentally sustainable manner
  • Displays a positive attitude toward and enthusiasm for functioning as a part of a high-performance team
  • Understands and continuously learns about a broad range of issues related to habitat restoration and living resources and is able to condense that knowledge into forms that are easily understood by partners and the public

 

Working Conditions

Work Location (Where & Getting There)

Work shall be performed primarily at TEP’s main office located at 613 Commercial St, Garibaldi, OR 97118.

  • TEP’s Main Office – Located in the Port of Garibaldi. Public transportation buses do not come directly into the Port of Garibaldi.  Getting between the TEP office and the nearest stop requires moving approx. 0.4 miles through the Port (some sections of roadway do not have sidewalks) and over railroad tracks.  Traffic can be heavy at times with lumber trucks, recreational fishing boats on trailers, passenger vehicles, and the Oregon Coast Scenic Railroad train.  (Tillamook County is a small, rural community with bus services, but without Uber or Lyft, and extremely limited taxi service.)

Work Hours (When)

TEP’s full-time staff typically work four 10-hour days each week, 7:00am – 5:30pm, Mondays through Thursdays.  Evening and weekend work may be required occasionally to support TEP.   The A/A Assistant position may be eligible to work an alternative schedule in order to accommodate personal/family needs.  Options include (i) an alternate five 8-hour days workweek, Mon-Fri or (ii) another full time schedule during normal business hours, mutually agreed upon between the A/A Assistant and the Executive Director.  An alternative work schedule is contingent upon workload and job performance, and is at TEP management’s discretion.

Work Environment

Work assignments may require sitting, recording and entering data, typing, bending, pulling, reaching, and occasionally lifting up to 30 pounds.

Work Rules

This position is subject to all TEP policies including, but not limited to, those provided in the Employee Handbook, Fiscal Policy, safety protocols, and standard operating procedures (SOPs). This position is subject to pre-employment background checks and periodic background checks during employment.

Work Travel

Travel during work hours for this position will usually be <100 miles per month.  TEP currently has only one vehicle, which is typically unavailable for this position.

  • TEP reimburses those employees who are pre-approved to drive their personal vehicles during company-related travel, excluding commuting to and from work, at the IRS standard mileage rate.

Reasonable accommodation will be made for employees who do not drive or who do not have a personal vehicle, but are required to travel during work hours for TEP-related business.

Salary and Benefits

The salary range for this position is $43,200 – $51,800 per year, based on a 40-hr week work schedule.   Actual offer of compensation shall be dependent upon experience.  TEP processes payroll on a monthly basis.

 

This position is eligible for enrollment in TEP’s comprehensive benefits package. Details on benefits can be provided to candidates during the interview process.     An overview of TEP’s current benefits package for full-time employees includes:

  • Medical, Dental, Vision Health Insurance (TEP pays 100% for employee, 80% for spouse and dependent children)
  • Retirement Program – TEP contributes an additional 7% of the employee’s salary into a 401k, with tiered vesting structure based on years of employment with TEP; employee may also contribute to 401k)
  • Holidays – 10 federal holidays plus 2 floating holidays
  • Vacation – Approx 10.5 days per year (accrual system to be explained upon hire)
  • Professional development/training budget: $1250 per year

Application Process:

To apply, please submit the following documents as either .pdf or Word files.by email:

  1. A resume.  Applicant’s contact information must include mailing address, phone number, and email address.
  2. A statement of qualifications and interest.  The statement of qualifications should describe the applicant’s relevant experience and interest in the position and should not exceed two full, single spaced pages.
  3. Three professional references.  Each reference must include the person’s name, email address, phone number (if within this United States), and the person’s affiliation (how you know the person, based on your resume).

 

Please email application materials to Dr. Kristi Foster, Executive Director at kristi@tbnep.org.   Applications will be accepted until 5:00pm (Pacific Time), Thursday, February 29, 2024.   Incomplete or late applications will not be considered.

 

TEP will review applications in early March.  All applicants will be contacted by email and advised whether or not they are proceeding to the interview phase of the selection process.  Interviews will be conducted in person or via Zoom, depending on the applicant’s location.  The preferred start date for this position is about April 1, 2024; the exact date shall be agreed upon by the successful candidate and TEP.

 

Tillamook Estuaries Partnership is an equal opportunity employer.  TEP does not discriminate on the basis of sex, race, religion, creed, color, age, national origin, ancestry, marital status, veteran or military status, disability, sexual orientation, gender identity, genetic information, application for workers’ compensation benefits, use of statutory protected leave, or any other characteristic or status protected under applicable federal, state, or local laws in the administration of its programs or activities.  TEP does not harass, intimidate, or retaliate against any individual or group because they have exercised their rights to participate in actions protected, or oppose actions prohibited, by State of Oregon and Federal civil rights and non-discrimination laws, or for the purpose of interfering with such rights