Administrative Records Specialist III

Overview

FWI is building a team to support the Western Federal Lands Highway Division (WFLHD), a division of the Federal Highway Administration, with on-site administrative support services. As an Administrative Records Specialist, you will provide support services that span a wide range of administration support responsibilities (i.e., office administrative tasks, correspondence and records management, meeting management, time and attendance, fleet vehicle management, preparation of office supply orders, entries for PRISM/DELPHI/E2 Travel, automated System Database Management, Human Resource support, financials, and Program Management support).

FWI has been recognized as a Top Workplace by the Washington Post in 2024 and 2025, offering excellent growth opportunities in a collaborative environment. 

**Position is contingent upon contract award**

Work Schedule and Location:

On-Site: This full-time on-site position will work Monday through Friday, 8am to 5pm at 610 East Fifth Street, Vancouver, WA 98661.

Responsibilities

• Serve as a liaison and primary point of contact between the Government and contractor employees. This includes but is not limited to communicating clearly and timely with Government contacts (Contracting Officer, Contracting Officer’s Representative, Functional and Technical contacts, etc.) on behalf of the contract staff regarding significant items that require clarification, action, or coordination. 
• Perform routine and periodic evaluations of contract staff and their tasks to ensure completion in a timely, accurate, and customer-focused manner, with proper prioritization. 
• Coordinate schedules and direct the daily activities of contract administrative support staff under this task order. This includes monitoring employee attendance and ensuring adequate coverage and task alignment.
• Train and collaborate effectively with other administrative assistants.
• Provide training and guidance on technical and administrative tools and systems.
• Demonstrate and mentor others in the use of software and systems essential to administrative functions, including but not limited to: 
  • Microsoft Office Products (e.g. PowerPoint, Word, Excel, Outlook, Access, Publisher, Teams, Visio) 
  • Skype, SharePoint, SQL, Adobe Products 
  • Current web browsers (e.g., Internet Explorer, Edge, Chrome) 
  • Video and web conferencing tools (e.g., Adobe Connect, PolyCom VTC, Microsoft Teams, Zoom)
  • Automated administrative tracking and management systems (e.g., travel management, time and attendance)
  • Other relevant data entry and administrative systems

Qualifications

Required: 

• High School Diploma required.
• Accurate typing of at least 35 wpm.
• 4 years of experience in an Administrative Assistant, Accounting Clerk III, Secretary III, Travel Clerk III, or equivalent position performing administrative support duties and operating various types of office equipment (i.e., multi-function printer/copier/scanner) and filing systems without day-to-day direction. 
• Significant experience communicating with individuals at all levels, both orally and in writing, with experience supporting senior level managers.
• Highly proficient in the use of current Microsoft products such as PowerPoint, Word, Excel, Outlook, Skype, Access, SQL, SharePoint, current web browsers (e.g.. Internet Explorer, Edge, Google Chrome, etc.), Adobe Acrobat, and scheduling/navigating conference applications (i.e. Adobe Connect, PolyCom VTC, etc.), automated administrative tracking management systems (i.e. travel management, time and attendance), and other work-related data entry systems, 
• Highly proficient in grammar, spelling, punctuation, and preparation /proofreading all standard/executive level office documents, and
• Familiarity with the Government Style Manual.
• Writing – Communicating effectively with others in writing as indicated by the needs of the audience.
• Active Listening – Listening to what other people are saying and asking questions as appropriate.
• Speaking – Talking to others to effectively convey information. 
• Customer Service – Providing professional courtesies to all customers and stakeholders.
• Critical Thinking Skills - Demonstrated clear judgement and independent decision making capabilities.
• Information Gathering – Knowing how to identify and find essential information.
• Information Organization – Finding ways to structure or classify multiple pieces of information.
• Synthesis/Reorganization – Reorganizing information to arrive at a better approach to problems or tasks.
• Product Inspection – Inspecting and evaluating the quality of products.
• English Language – Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

FWI is an Equal Opportunity Employer, including disability/vets. 

Why Join Our Team

At FWI, we place the highest importance on creating an exceptional employee experience. You'll have opportunities to achieve your career aspirations through internal promotions, professional development, and other recognition and rewards programs. Join our team and take advantage of the many benefits we offer, including:

• Health Insurance
• Dental Insurance
• Vision Insurance
• Long-term and Short-term Disability Insurance
• Life Insurance
• 401(k) Plan
• Holiday Pay
• Paid Time Off

Pay Range (Compensation will be determined based on the candidate's skills, qualifications, experience, and other relevant factors)