Administrative Specialist

About the Hood River Watershed Group

The Hood River Watershed Group (HRWG) is the locally recognized watershed council for the Hood River Basin. We are a nonprofit organization with a mission to sustain and improve the Hood River Watershed through education, cooperation, and stewardship. Since the early 90’s, we have worked to protect the health of our watershed and take actions that support recovery of salmon, steelhead, Pacific lamprey, and other native fish populations. Our projects include instream fish habitat restoration, riparian restoration, removing fish passage barriers, and helping our local irrigation districts and others with water conservation projects. We also create opportunities for people to connect with and better understand the watershed through public presentations on watershed science, project tours, and hands-on restoration opportunities. Our current staff includes the Executive Director (ED), Restoration and Outreach Project Manager, and Watershed Technician.

To learn more about HRWG, visit our website at hoodriverwatershed.org.

Position Description

HRWG is seeking an energetic and passionate individual with a background in financial and administrative management. The Administrative Specialist will assist the ED in managing the day-to-day operations of HRWG. Responsibilities include financial management support; office, equipment, and IT management; meeting support; website management; and other tasks to support the successful operation of HRWG.

Administrative Financial Tasks

Process accounts payables and grant reimbursement requests

• Process monthly payroll with approval from ED
• Maintain and update expense tracking systems for grants and other funding sources
• Reconcile monthly bank and credit card statements with support from bookkeeper
• Prepare and present quarterly and annual financial reports to ED and generate quarterly financial reports for board packet
• Prepare for financial reviews and/or audits with support from bookkeeper
• Track donor and member data and generate annual donation receipts
• Comply with HRWG’s Financial Policies and Procedures and help ensure staff compliance. Recommend changes to strengthen HRWG's internal controls to Finance Committee and Executive Director, as needed.

Office Management

• Responsible for office logistics and facilities maintenance.
• Retrieve and process mail.
• Manage supplies and equipment inventory including organizing, ordering, and maintaining items
• Organize electronic and paper filing systems, including scanning, filing, and archiving
• Troubleshoot technology issues and /or coordinate with information technology (IT) consultant to resolve problems related to the function of the phone, internet, computers, and other IT assets
• Support a clean and organized office environment culture
• Complete other administrative or operational tasks as assigned

Meeting Logistics and Event Support

• Work with the ED and staff to plan and arrange logistics for public meetings and fundraising events throughout the year
• Assist with meeting implementation including setup and take down for in-person / hybrid meetings
• Take minutes at board and other meetings, distribute, and incorporate feedback and edits as needed

Other Duties

• Update HRWG’s website pages with content provided by HRWG staff
• Assist ED in maintaining corporate records
• Develop and update procedures for common tasks
• Ensure regular file back-ups, proper data and file management and maintain accurate administrative records for payroll, mileage, and expense tracking.
• Maintain communication through phone calls, emails, and all relevant methods.
• Attend trainings, workshops, and conferences as requested by ED
• Attend occasional evening and weekend activities in various locations throughout the watershed.
• Other duties assigned by the ED

Supervision: The Administrative Specialist reports directly to the Executive Director and has no direct reports.

Minimum Qualifications

• High school diploma
• Accounts payable and office management experience
• Demonstrated proficiency with QuickBooks Online, Microsoft Word/Excel
• Strong written and oral communication skills
• Demonstrated ability to work effectively with others with diverse backgrounds and values
• English fluency

Desired Qualifications

• Degree in accounting or business administration
• Spanish fluency

Working Conditions

• Position requires being available to work five days a week with some flexibility in hours/day
• Position requires working in-office
• This position involves occasional travel to meetings and trainings, some regular evening meetings, occasional weekend events, and occasionally may require overnight stay of more than one day for training or conferences.
• Administrative Specialist must have their own transportation. Use of personal vehicle for work will be reimbursed at current State of Oregon rates.

The Hood River Watershed Group is an Equal Opportunity and Affirmative Action Employer.

Application Process

Please prepare and submit a cover letter and current resume. The cover letter should demonstrate how your education and work experience qualify you for this position.

Email your completed application materials to cindy@hoodriverwatershed.org. Please use the following convention to name your pdf file: “Lastname_Firstname_Administrative Specialist”. You will receive an email confirmation of your application.

Applicants selected for an interview will be contacted by telephone to schedule the interview.

Closing date: February 24, 2025, 4 p.m.

Be sure you receive an email confirmation of your application.

Questions may be directed to:

Cindy Thieman

cindy@hoodriverwatershed.org

541-386-6063

Job Type: Full-time

Pay: $26.00 - $30.00 per hour

Expected hours: 40 per week

Benefits:

• Health insurance
• Paid time off
• Parental leave
• Retirement plan

Schedule:

• 8 hour shift

Application Question(s):

• Please describe how your education and work experience qualify you for this position.

Ability to Commute:

• Hood River, OR 97031 (Required)

Ability to Relocate:

• Hood River, OR 97031: Relocate before starting work (Required)

Work Location: In person

Salary : $26 - $30