Administrative Specialist
Seattle, WA
Full Time
Entry Level
Administrative Specialist
The International Pacific Halibut Commission (IPHC) is a public international organisation established by a Convention between Canada and the United States of America, providing research and stock management advice on Pacific halibut. We are seeking an Administrative Specialist to service our front desk, among other duties.
The IPHC is a public international organization and as such will consider applicants regardless of nationality. Non-US Citizens will be required to obtain a G4 VISA for work in the USA with the assistance of the Secretariat.
OVERVIEW
Under the direction of the Administrative Coordinator, the Administrative Specialist positions are responsible for a range of administrative services that support the mission of the IPHC and functioning of the Secretariat.
The Administrative Specialist positions act as the lead on one or more administrative service functions including but not limited to 1) Payroll; 2) Benefits; 3) Personnel admin; 4) Travel, 5) Front desk services, and 6) General administrative and meeting support. The positions require flexibility in completing work assignments, good interpersonal and priority-setting skills, and the ability to work well with all levels of the IPHC Secretariat, as well as outside contacts and vendors.
Employment date: 1 May 2025 subject to availability
Duration: Regular Full-Time
MAJOR DUTIES AND RESPONSIBILITIES
Tasking will be dependent on annual workflow.
Primary Duties: Personnel Services
The IPHC is a public international organization and as such will consider applicants regardless of nationality. Non-US Citizens will be required to obtain a G4 VISA for work in the USA with the assistance of the Secretariat.
OVERVIEW
Under the direction of the Administrative Coordinator, the Administrative Specialist positions are responsible for a range of administrative services that support the mission of the IPHC and functioning of the Secretariat.
The Administrative Specialist positions act as the lead on one or more administrative service functions including but not limited to 1) Payroll; 2) Benefits; 3) Personnel admin; 4) Travel, 5) Front desk services, and 6) General administrative and meeting support. The positions require flexibility in completing work assignments, good interpersonal and priority-setting skills, and the ability to work well with all levels of the IPHC Secretariat, as well as outside contacts and vendors.
Employment date: 1 May 2025 subject to availability
Duration: Regular Full-Time
MAJOR DUTIES AND RESPONSIBILITIES
Tasking will be dependent on annual workflow.
Primary Duties: Personnel Services
I. Front desk services:
- General office upkeep including ensuring supplies are stocked, common areas are tidy, beverage station is maintained, and communicating office needs with various vendors;
- Office duties include phone calls, mail processing, and office document management. Screens, responds to, and refers calls and visitors to appropriate Secretariat members (Primary Front Desk, Secondary Travel);
- Handle routine matters regarding public contact, correspondence and requests for information. This position is lead on monitoring, processing, and responding to email messages sent to the IPHC Secretariat inbox;
- Records management including sorting, tracking, and distributing incoming mail, faxes, and other correspondence;
- Responsible for processing and tracking all incoming correspondence and determining proper routing and/or action;
- Shipping and receiving: the position is responsible for processing incoming/outgoing packages, and mailing and reviewing outgoing correspondence and reports for proper format, accuracy, and coordination of facts in accordance with established policy;
- Takes lead on distribution of various internal Secretariat-wide communications including administrative (non-HR) surveys, notices, and internal meeting invites;
- Serves as the Safety officer and leads coordination of various internal activities with the safety team to promote a safe work environment through events and education;
- Provides publishing support for the organisation. This support falls into three categories: 1) Publications; 2) Website; and 3) meetings and outreach events.
II. Travel: Update, standardise, and inform all Secretariat members about IPHC travel policies;
- Monitor and process travel requests as they are submitted. Ensure that per diem and mileage rates are calculated correctly, and that all requested expenses are reasonable and align with IPHC travel policies;
- Book travel for HQ Secretariat, field staff, and subsidiary body members. This includes arranging rental cars when needed, accommodation, flights, etc.;
- Track staff travel documentation and ensure it is up to date;
- Monitor and process expense requests from HQ Secretariat and field staff, ensuring all calculations are correct and reimbursements requested align with IPHC policy;
- Incumbent will be an active member of the Publishing Team and assist in the management of the organisation's website.
III. General administrative and meeting support: Reviews and processes financial documentation relevant to IPHC operations as required, ensuring content accuracy and adequacy of documents submitted. Responsibilities include:
- Handling financial assignments, including but not limited to classifying accounting transactions, verifying availability of funds and proper coding, preparing reports and statements, ACH and Wire payments, printing physical checks;
- Operating automated accounting systems (Aplos) for the purposes of pulling and reviewing financial reports and advising on corrections needed;
- Offering comprehensive technical and administrative support for the range of accounts and subsidiary ledgers, with potential increased responsibility in contribution to financial audits or efficiency improvement projects;
- Assist in the coordination of IPHC meetings;
- Assist with publishing activities on the IPHC website and others as needed (e.g. meeting documents, circulars, media releases, manuals, publish social media posts of approved events and other IPHC outputs;
- Manages the shared inbox and ensures timely publishing of various materials to the website and other platforms/mediums as directed;
- Monitors approved social media platforms for inquiries, and coordinate responses as appropriate by responding using [email protected];
- Manages the customer relationship management (CRM) software to organize, maintain, and categorize contacts.
IV. Payroll: This position provides support for ensuring accurate processing of semi-monthly payroll. Acts as the secondary contact for Accounting Services, and ensures accuracy in the application of benefits, deductions, and pay;
- Reviews payroll authorization forms, and payroll reports. Implements payroll adjustments as needed.
V. Benefits: Acts as secondary benefits administrator by assisting with the multiple benefit accounts. Responsibilities include employee benefit enrollments and terminations, along with processing changes associated with annual open enrollment;
- Supports the Administrative Coordinator in addressing both internal and external inquiries for day-to-day matters related to benefits and personnel, such as external employment verifications and internal inquiries regarding schedules and leave.
VI. Personnel admin: Supports the Administrative Coordinator with duties related to personal services, including HR file management, administration of employee accounts in digital platforms (e.g. Gusto) as well as new employee onboarding and orientation for these platforms;
- Maintains IPHC employee records and assists in visa, dependent work authorization, and Canadian work permit acquisition.
VII. A Senior Administrative Specialist may be appointed, and would act as the Administrative Coordinator, leading the Personnel Services team when the Administrative Coordinator is absent. The Administrative Coordinator position reports to the Branch Manager for the Administrative Services Branch, who reports to the Executive Director.
Secondary Duties
I. This position may involve occasional moderate physical activity;
II. Comply fully with all IPHC policies, including but not limited to the Business Ethics and Conduct, and to declare any actual or potential perceived conflicts of interest;
III. Secretariat staff are prohibited from holding or being the beneficiary for any interest in the Pacific halibut industry;
IV. Carry out other duties as assigned as part of a small and flexible organisation;
V. As in all positions at the IPHC, the incumbent will assist with mission support services and other organizational duties as assigned. These services and duties may occur on nights and weekends during high demand or to meet organizational requirements and deadlines.
MINIMUM REQUIREMENTS
- Ability to prioritize, balance, and delegate a shifting amount of workload in a deadline driven working environment;
- Strong interpersonal and customer service skills;
- Flexibility, good interpersonal and priority-setting skills, and the ability to work well with all levels of internal staff, as well as outside contacts and vendors;
- Ability to respond to fluctuating workloads, timelines and responsibilities.
Highly desired:
- Bachelor's Degree in related discipline, such as Business Administration or Public Administration;
- Demonstrated capacity to work with and within a diverse community.
SALARY AND BENEFITS
Salary: The salary will be between US$56,686.62 and $69,909.51 in the first year with annual salary step increases a possibility with satisfactory performance at the end of years 1 thru 4, before transitioning to a longer increment.
Benefits: The IPHC offers a highly competitive and generous benefits scheme. Benefits include but are not limited the following:
- 100% employer paid medical coverage option and dental insurance for employee and eligible dependents.
- 100% employer paid life insurance, AD&D, Group Specified Disease, Group Accident, short- and long-term disability for the employee.
- Employer funded health reimbursement arrangement (HRA).
- 403(b) savings program with a 7% base salary contribution by the employer commencing on the first date of employment, and up to 5% matching in addition to the 7% after 6 months of continuous employment.
Travel expenses: The IPHC will cover relocation costs up to a reasonable level and in accordance with our internal policies (most direct and economical means from your designated home location to Seattle, WA, USA).
APPLICATION
Deadline: The post is open until filled; however, the first review of applications will occur on 15 April 2025.
Applications must be submitted through the IPHC website at https://www.iphc.int/the-commission/opportunities. For your application to be considered eligible, you must submit: 1) a succinct (1 page maximum) cover letter stating your overall claims to the position against the minimum requirements; and 2) a curriculum vitae.
A satisfactory background check is also a condition of employment.
The IPHC is a Public International Organization and as such we will consider applicants regardless of nationality. Foreign nationals will be issued with a G4 visa. Relocation costs will be offered. Due to the nature of the work and the organization, a background check is also a condition of employment. For more information about this position, please email [email protected] and cite Position Reference Number 2025-001.
APPLICATION
Deadline: The post is open until filled; however, the first review of applications will occur on 15 April 2025.
Applications must be submitted through the IPHC website at https://www.iphc.int/the-commission/opportunities. For your application to be considered eligible, you must submit: 1) a succinct (1 page maximum) cover letter stating your overall claims to the position against the minimum requirements; and 2) a curriculum vitae.
A satisfactory background check is also a condition of employment.
The IPHC is a Public International Organization and as such we will consider applicants regardless of nationality. Foreign nationals will be issued with a G4 visa. Relocation costs will be offered. Due to the nature of the work and the organization, a background check is also a condition of employment. For more information about this position, please email [email protected] and cite Position Reference Number 2025-001.
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