Records & Administrative Assistant

Port of Longview; Longview (WA); On-site; USD 41,000 - 45,000; Full time

Job summary

Port of Longview in Washington state seeks an organized records and administration assistant to support the Port Administration office. The role focuses on records management, clerical tasks, and staff training in record-keeping best practices.

The ideal candidate will have a high school diploma, at least one year in an office setting, and proficiency with Microsoft Office. Training will begin within 90 days, with opportunities for growth within the organization.

Qualifications

• High school diploma or GED is required.
• One or more years of office experience is preferred.
• Preference for records management, archival, or legal experience.
• Attend record management training within 90 days as required by RCW 42.56.

Responsibilities

• Maintain the Port’s record management system and ensure data accuracy.
• Provide clerical and administrative support for the Port Administration office.
• Assist with handling public records requests and PRO coordination.
• Greet visitors and support staff with professional service.
• Prepare conference rooms, manage mail, and track routine supplies.

Skills

Verbal and written communication

Interpersonal skills

Organizational skills

Time management

Data entry accuracy

Attention to detail

Customer service

Education

High school diploma or GED

Tools

Microsoft Office

Job description

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.

Records Management (60%):

• 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.

Administrative (30%):

• 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.

Training (10%):

• 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.

• 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.
• Preference is given to individuals with records management, archival experience or legal experience.
• This position will be required to attend record management training within the first 90 days as required by RCW 42.56.

Knowledge & Skills:

• 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.
• Advanced knowledge of Microsoft Office suite (Word, Excel, PowerPoint, OneNote).
• Knowledge of archival and records management concepts, practices, and issues.

Working Environment:

• Work is mostly performed in a normal office environment during business hours.

Physical Requirements:

• Remain in a stationary position 30% of the time.
• Frequently move around the office to access file cabinets, office machinery, etc.
• Repetitive use of hands or fingers to handle, control or feel objects or equipment, such as a computer or calculator.
• Frequently lift and/or move boxes up to 50 lbs.
• Frequently extend hands and arms overhead or outward to grab boxes from high shelves.
• Communicate accurate information and ideas so others will understand.
• Vision requirements include prolonged periods of time in front of a computer.

*Individuals with mental or physical disabilities as defined by the Americans with Disabilities Act (ADA) are eligible for this position if they can perform the essential functions of the job after reasonable accommodations are made to their known limitations.

*Beginning salary will be dependent upon qualifications and experience. New hires typically start between 85-90% of the midpoint. Midpoint for this position is $48,449.

*This position will be opened until filled. First review of applications will be September22, 2026.