SUPERVISION RECEIVED: Works under the general supervision of the Executive Director who outlines goals and objectives and assists with difficult or unusual problems or new procedures. May have dual reporting line to other department directors as determined by the Executive Director.
SUPERVISION EXERCISED: Supervision of employees is not a responsibility of this classification.
However, may assign work, review work, and provide training as required.
POSITION SUMMARY: Performs a variety of advanced administrative duties involving considerable initiative and independent judgment; completes varied administrative duties at a high level of proficiency using innovative technologies and techniques; deadline driven position requiring an elevated degree of accuracy and detail. Ability to transition duties and maintain priorities, accuracy, diplomacy, and tact under rapidly changing conditions. Ability to move projects forward. Comply with public meeting laws and administrate meetings.
ESSENTIAL FUNCTIONS/ DUTIES & RESPONSIBILITIES
The duties listed are intended only as Illustrative examples of the various types of work that may be performed by individuals in this classification. Any of the following duties may be performed. These examples are not necessarily performed by all incumbents and do not include all specific essential functions and responsibilities the incumbent may be expected to perform.
Prepares correspondence from rough draft, dictation, and/or verbal instructions; screens correspondence and determines how to handle routine items; sorts and prioritizes incoming mail, voice mail, e-mail, and phone message making note of issues that require immediate attention.
Handles and prepares sensitive and confidential information involving personnel matters; grievance matters; collective bargaining matters; budget information; maintains confidential files including grievance files, personnel files, and Executive Director's files. Will have additional responsibilities in the Executive Director's absence.
Independently creates documents such as reports, forms, questionnaires, agency policies and procedures, phone and mailing lists, press releases, newspaper ads, newsletter, and agendas from rough draft or verbal instructions.
Coordinates meetings by preparing agendas and other written materials, reserving rooms, contacting guest speakers, and sending notices; takes meeting minutes; plans and coordinates special events.
Schedules meetings, appointments, and interviews, notifying appropriate parties of the time and location. Must be comfortable with and adept at interactions with high level executives and directors and dealing with a variety of people.
Orients new employees, volunteers, and students to the department, distributes appropriate forms and information, and tracks for completion as needed; originates personnel action forms and memoranda of employment for new hires.
Screens telephone calls and visitors that require answering a variety of questions, conducts informational interviews, and resolves problems and complaints with considerable tact and judgment.
Regular attendance is a requirement of this position. A professional and courteous manner and an ability to work harmoniously with other employees and the general public are also required.
And such other duties as are from time to time assigned.
QUALIFICATIONS & REQUIREMENTS
EDUCATION AND EXPERIENCE: Three years of responsible administrative experience, preferably supplemented by some college or business school training in secretarial science, word processing, or a related field. High school diploma or equivalent required. Possession of a Baccalaureate degree from an accredited college or university in an appropriate field preferred. Or any satisfactory combination of experience and training which provides the required knowledge, skills, and abilities. Background in administrative practices, human resources and social sciences preferred. Previous non-profit or governmental experience preferred.
KNOWLEDGE, SKILLS, AND ABILITIES: Considerable knowledge of office support operations; thorough knowledge of administrative procedures; thorough knowledge of current office practices and procedures; thorough knowledge of business English, grammar, and composition. Possess a high level of interpersonal skills. Continually demonstrates poise, tact, and diplomacy. Comprehend, articulate, and comply with OR public meeting laws. Excellent communication skills. Skill in operating office equipment including a personal computer utilizing word processing and spreadsheet software; skill in operating transcribing equipment if required by the position; skill in writing and editing various kinds of documents.
Ability to perform typing at a rate and accuracy required by the position; ability to independently plan and carry out work assignments; ability to maintain confidentiality; ability to assist an administrative official or the Director with minimal supervision; strong listening skills; ability to communicate effectively verbally and in writing; ability to work effectively with diverse people including but not limited to employees, government and other officials, managers, directors, and the public.
SPECIAL REQUIREMENTS: Must pass a criminal history background investigation; however, a conviction of a crime may not necessarily disqualify an individual from this classification.
Possession of a current Oregon driver's license and proof of OR liability Insurance.
Possession of or the ability to obtain current First Aid and CPR certification desired.
WORK ENVIRONMENT/ WORKING CONDITIONS/ PHYSICAL DEMANDS
The work environment and working conditions described here are representative of those that are typical of the job and must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
This job is typically performed in an office environment under usual office working conditions. The noise level in the work area is typical of most office environments, with some telephones, personal interruptions, and background noises. In the performance of job duties, the employee is frequently required to sit; talk or hear; walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms.