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Position: Office Admin (Part-Time)
Hours: 20 hours per week, Monday Friday 9:00am to 1:30pm
Location: CHI Office (9828 E Burnside Street, Suite 210, Portland, OR 97216)
Reports to: Director of Family Outreach
Wage: $17.00/hr To be considered for this position, please follow the Application Instructions at the end of this job posting
Job Summary: The reliable, highly organized, highly enthusiastic, self-disciplined, detail-oriented and motivated Office Administrator will be part of the CHI (Community Healing Initiative) team. The CHI team works with African-American youth and families connected with Multnomah Countys Department of Community Justice. The Office Administrator is responsible for the organization and co-ordination of office operations, procedures and resources to facilitate organizational effectiveness and efficiency. As the first point of contact in the office, the Office Administrator will field and direct incoming phone inquiries regarding services, greet visitors, ascertains nature of business, and conduct visitors to appropriate person. The Office Administrator will undertake administrative tasks, ensuring the rest of the staff has adequate support to work efficiently. This position also requires a high level of computing skills to review, track, analyze data, and maintain records essential to delivery of excellent client services.
Responsibilities and Duties:
FIRST POINT OF CONTACT
Facilitation of routine daily office functions including greeting visitors, incoming calls, mail, email inquiries, stocking the office, inventory management and related tasks
ADMINISTRATIVE SUPPORT
Work independently and within a team on ongoing and special projects
Facilities management including workplace and environment maintenance, managing office improvements and repairs as needed and coordinating recycling
General office duties such as correspondence, meeting set up and materials, or other clerical work
Compile and type reports, record minutes of staff or other meetings
Assist with scheduling, logistics and purchases needed for trainings and other events
Schedule and organize staff meetings and trainings. May be responsible for travel arrangements.
Participate on special committees for staff activities and celebrations.
COMMUNICATIONS
Generate mass mailings and emailing to families, other POIC+RAHS staff, and community for various events and communications while adhering to branding requirements
Create calendar of upcoming events
Point person to receive responses and RSVP's to invitations, trainings and various events.
DATA ENTRY
Create, maintain and update the database for program expenditures, invoices, receipts, and client management
Generate routine reports from multiple databases
Manage on-going updates of client documents for files
FILE MANAGEMENT
Assist with managing files of families and clients. Audit documentation for signatures and completion before filing
Accurately file confidential documents for all programs and clients
Develop and implement systems to support CHI staff with compliance of documentation
Adhere to documentation requirements as indicated in CHI Program policies, including but not limited to accurate data entry into DCJ database, case files, service plans, weekly/monthly reports, and case notes
Assist with managing systems related to audits and compliance.
TEAM PLAYER
Respond to all crises and risk incidents within the required time frames per POIC+RAHS policies
Participate in regular supervision check-ins, department staff meetings, community partner meetings and all staff trainings
Other duties as assigned.
Personal Requirements:
Ability to meet or excel on deadlines for office assignments.
Timely, detail oriented and accurate data entry.
Ability to develop and implement systems for data, files, and reporting.
A passion for POIC + RAHS mission and serving at-risk young adults and their families.
Ability to establish and maintain effective working relationships with youth and families of color. Diversity, inclusion and equity are fundamental values of POIC + RAHS.
Excellent problem-solving skills, highly organized, and can work well under stress.
Commitment to personal and professional growth and accountability.
Ability to maintain strict confidentiality and adhere to high ethical and professional standards.
Reliable transportation.
Experience/Education:
Certificate or Associate's Degree required.
Minimum 3 years office work experience.
Experience working with communities of color, in particular African-American youth and their families.
Excellent computer and word processing skills and willingness to advance computer skills.
Intermediate skills with Microsoft Office Suite (Word, Excel, Outlook, Publisher).Application Instructions:
To be considered for this opportunity, please submit:
1. Personal Statement that includes:
a. Why you are interested in working for POIC + RAHS
b. How your skills and experience relate to this position
c. What you can contribute to our organization and the youth we serve
2. Resume
Please send your Personal Statement and Resume to jobs @ portlandoic.org with the job title in the subject line. Applicants who do not submit a Personal Statement that includes the requested information may be disqualified from consideration for the position.
About Us:
Mission Statement
POIC + RAHS is committed to the success of youth at hope through the age of 25, providing the highest quality services in education, mentoring, family outreach, employment training, and placement.
Beliefs
We believe all people have value.
We believe all people can grow.
We believe all people can contribute and build thriving communities.
Visit our website at www.portlandoic.org.
POIC + RAHS is an equal opportunity employer and will not discriminate against any employee or applicant on the basis of age, color, disability, gender, national origin, race, religion, sexual orientation, veteran status, or any classification protected by federal, state, or local law.
