Sr. Administrative Assistant, Housing Stability

POSITION ANNOUNCEMENT
Position Title:
sr.
administrative assistant
Department:
housing stability
Open Date:
October 17, 2024
Reports to:
director of housing stability
Close Date:
until filled
Work Location:
1001 sw baseline street, Hillsboro
Hiring Range:*
$19.02-$20.92
FLSA Status:
non-exempt
Position Status:
regular full-time (RFT)
Benefit Status:
eligible for benefits
Work Hours Per Week:
40
Number of Positions:
1
Months Active:
all
Positions Supervised:
0
* Note on Hiring Range:
For applicants with extensive qualifications and/or years of experience, the hiring range may be exceeded with approval.
If approval is granted, it will be based upon careful review of the applicant's qualifications, experience, internal equity and budgetary considerations.
The final rate approved will typically never be at a rate equal to or above the established midpoint of the pay range for the position.
Community Action Organization reserves the right to modify, interpret or apply this job description as needed.
The statements herein are intended to describe the general nature and level of work being performed by the employee in this position.
They are not intended to be construed as an exhaustive list of all responsibilities, duties (including essential duties), and skills to be performed by the employee occupying this position.
This job description is not a contract implied or otherwise and the employment relationship remains at-will.
The aforementioned requirements may be subject to change to reasonably accommodate qualified persons with disabilities.
All positions are contingent upon funding and successful passing of all required background checks, required registry checks, and physical screenings if required.
All staff in positions which regularly require driving either company or personal vehicles while performing work on behalf of Community Action are required to provide Human Resources proof of a valid driver's license for a motor vehicle record check both at hire and annually thereafter.
Human Resources will conduct a motor-vehicle record.
These records will be held as confidential records in Human Resources.
All accidents will be reported to Human Resources within 48 hours.
Benefits: All regular full-time (RFT) status positions of 20 hours per week or more year round or part year of .50 FTE or higher are eligible for our outstanding benefits package including:
* Individual Medical with premium covered at 90%
* Free Dental insurance for the employee
* Employer matched retirement dollar for dollar for the first 3%
* Generous paid sick and vacation time
* 13 paid 0bserved holidays
* Free life and long term disability insurance
* Medex travel assistance
* Employee Assistance Program
* Rich and diverse mission-based working environment
* Possible student loan forgiveness through the Public Service Loan Forgiveness (PSLF) Program
* Staff meeting program criteria for use of a second language in their position may apply for and if approved qualify for a bilingual pay benefit of $100 per month
Position Summary:
In support of the Agency's mission, this position is responsible for providing specialized administrative support for the assigned Director while maintaining a high degree of confidentiality.
This position plays a key role in supporting the day-to-day operations of the assigned in support of the assigned Director and is the central point of contact for department-wide functions, maintaining department information systems, and assisting the Director with internal and external projects and meetings as needed.
This position requires excellent time management skills in order to complete multiple tasks, project and program requirements and must demonstrate and model effective collaboration and communication skills.
Essential Functions and Responsibilities:
* Provide daily administrative support to the Director.
* Attend internal and external program related meetings as a support to the Director; may include taking formal minutes of meetings.
* Provide project management support to various program and department projects to support the Director as needed.
* Arrange internal department meetings and external community collaboration meetings and support meetings as needed, including scheduling, agenda distribution, taking minutes, distributing minutes, and following up on assigned action items.
* Track and input various information into various databases and ensure accuracy of data.
* Manage department software accounts as assigned.
* May arrange and coordinate the logistics around interviews as assigned by the Director such as calling and/or emailing candidates to provide details of the interview time and location; provide copies of interview documents to the hiring managers as requested; greet candidate upon arrival to the office when in person hiring occurs.
* Support and facilitate the Director formal presentations to staff, families, Board of Directors, community partners as needed.
* Develop presentations, reports and timelines as needed to support departmental work.
* May coordinate the travel arrangements for staff attending conferences or training courses if assigned.
* Maintain department tracking, filing, and information systems and ensure essential information is current and available to the Director and program managers if assigned.
* May maintain department planning calendars.
* Support department-wide communication as assigned through means requested such as the issuance of department bulletins and memoranda.
* As assigned, responsible for ensuring that orders, inventory and distribution of office supplies are completed and maintained.
Maintain office equipment as needed.
* Support the Director in high level projects such as Self-Assessments, grants and the application process.
* Strictly adhere to all safety policies and procedures at all times 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:
* High School diploma or equivalent and a minimum of three years of program operations or administrative support experience in support of upper management personnel in a non- profit or non-manufacturing environment or an equivalent combination of education and experience.
* Experience in working effectively with low-income and diverse populations.
* Experience in working both collaboratively as part of a team and independently with little supervision.
* Experience coordinating with other professionals and social service agencies.
* Strong organizational skills and skills in managing multiple tasks of competing priority.
* Advanced level of proficiency in technology tools such as Microsoft Office applications, databases, spreadsheets (including formulas and tables), charting, etc.
* Excellent verbal and written communication skills.
Preferred:
* Bilingual English/Spanish, both written and verbal.
* Experience working in a Community Action program.
* Knowledge of Washington County social services and resources.
Required Licensing or Other Special Certifications:
* To be indicated depending on assigned program Director.
Required Physical Demands of Essential Functions and Responsibilities:
* Work is performed in normal office environment.
* Extensive computer and phone usage.
* Occasional early morning, evening, or weekend work may be required as needed.
* In normal workday, may stand/walk 2 hours per day, may sit 6 hours per day, may drive hour per day, may use hands for repetitive grasping, pushing, pulling, typing, and fine manipulation 2 hours per day, may use hands at or above shoulder level for 1 hour per day.
* In normal workday, may bend, squat, and/or climb frequently.
* Work is light in nature, lifting maximum of 20 pounds with frequent lifting and/or carrying of objects weighing up to 10 pounds.
How to Apply for this Position:
To be considered we must receive a completed Community Action Employment Application form.
You are welcome to also include a cover letter and resume at your option.
Transcripts may be required for certain positions.
Applications can be completed on our website: www.caowash.org or you can print off the application to complete or pick up the application form at either of our following locations:
Hillsboro - 1001 SW Baseline St, Hillsboro OR 97123
Beaverton - 5050 SW Griffith Dr, Suite 101, Beaverton OR 97005
Be sure to submit your application in a timely manner.
If you choose not to complete an online application, you can send your completed application form, optional resume and cover letter and any other required documents via fax at 503.400.3691.
If you prefer to mail your application be sure to mail attention Human Resources at the Hillsboro office address above.
All application submissions will be acknowledged with a receipt notification.
If you are selected for an interview, we will contact you.
All current Community Action employees are encouraged to apply for openings at Community Action which they are interested in.
For current employees, some qualifications may be met by an equivalent combination or education and experience at the discretion of the employer.
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.