Community Action is a non-profit organization that provides critical services to low-income families in the areas of housing, homeless services, economic empowerment, family development, and early childhood care and education. Community Action leads the way to eliminate conditions of poverty and create opportunities for people and communities to thrive.
Currently, we have a need to fill an Administrative Office Specialist position within the agency. This is a full-time position with full benefits. For additional details, please visit our website with the link provided below.
Position Summary:
In support of the Agency’s mission, the Administrative Office Specialist is responsible for providing administration support for the Operations & Administration Department while maintaining a high level of confidentiality. This position performs front-end functions with a high degree of complexity and ensures that the division’s operations flow smoothly. Responsible for providing support and information to agency staff, community partners, and the general public that may require the use of judgment and the interpretation of program policies, rules, or procedures. Under the direction of the Office Coordinator, develops, implements, and maintains program-related office systems and procedures. This position requires excellent time management skills to complete multiple tasks, projects, and program requirements and must demonstrate and model effective collaboration and communication skills.
Essential Functions and Responsibilities:
Provide daily administrative support to assigned division/program/office function directors, managers, supervisors, and staff.
Work at the reception desk including assisting clients with making copies, tracking, and distributing faxes.
Provide prompt, accurate and effective administrative support including, but not limited to composing and sending written and electronic correspondence in an accurate and timely manner, routing telephone calls and visitors, and performing word processing functions.
Keep current on and act as a resource to clients on Agency and community related information.
Respond to and initiate inquiries (client questions regarding program service delivery, facilities, information, and referral). Explain policies, answer questions, and independently resolve problems whenever feasible.
Maintain up to date calendar information related to meeting conference rooms. Make decisions daily regarding conference room calendars.
Perform data entry and information management in a variety of databases. May be asked to analyze information gathered from the reports and prepare documents summarizing the reports. Maintain related division/program files and in-process work files of director/managers, including coordination of current and historical filing needs.
Establish and maintain workflow systems and maintaining accurate schedules in a manner which is aligned with the program/divisions business needs.
Anticipate workload needs and effectively plan time and resources necessary to execute tasks on time.
Assists and support other department staff with special projects as assigned.
Attends meetings and trainings as required. Responsible for completing meeting minutes for agency Site Meetings. May participate in staff committees as a representative of the department.
Trains and provides work direction and guidance to others as directed. Responsible for onboarding of new department staff.
Responsible for processing and ensuring that office supply orders, inventory and distribution of supplies are completed and maintained for the division/program. Maintain office equipment as assigned.
Recommend changes to policies or procedures which impact assigned function(s).
Responsible for metering outgoing mail and distribution of incoming agency mail.
Responsible for safely cleaning and disinfecting public/congregate meeting spaces and high-touch surfaces as needed.
Strictly always adhere to all safety policies and procedures and respond/correct any at-risk safety issues immediately.
Strictly adhere to agency code of ethics and standards of workplace behavior.
Perform other duties as assigned to meet business needs including regular and reliable attendance and adherence to all company workplace behavior standards.
Marginal Functions and Responsibilities:
Other marginal functions and responsibilities as assigned.
Required Education/Training/Experience:
Minimum of a High School Diploma/equivalent with some college coursework or skill certifications in a related field in addition to at least one year of administrative support experience providing complex support to projects and/or upper management personnel. An equivalent combination of education and experience may be considered.
Proficient in using Microsoft Office including Word and Excel.
Excellent verbal and written communication skills.
Bilingual in English/Spanish written and verbal.
Preferred:
Experience with and/or knowledge of social service systems or non-profit organizations.
Experience with basic accounting and/or bookkeeping procedures.
Required Licensing or Other Special Certifications:
Requires a valid Oregon driver's license, proof of auto insurance for private vehicle, and access to reliable transportation.
To Apply: You may either submit a physical application to 1001 SW Baseline St, Hillsboro, OR 97123. Fax is also acceptable to: 503-400-3691. Or by utilizing our website at: https://caowash.applicantpro.com/jobs/
COMMUNITY ACTION IS AN EQUAL OPPORTUNITY EMPLOYER
Community Action is an equal opportunity employer and does not discriminate on the basis of sex, age, race, color, religion, marital status, national origin, disability, sexual orientation, veteran status, or other protected status in accordance with applicable federal and state equal employment opportunity laws. Applicants with disabilities may request accommodation to complete the application and selection process. Please notify Human Resources at least three (3) working days prior to the date of need.
