Administrative Office Specialist (Bilingual Required)

Position Title:

Administrative Office Specialist

Department:

Operations

Open Date:

September 20, 2024

Reports to:

Office Coordinator

Close Date:

Until Filled

Work Location:

TMSC (Tigard)

Hiring Range:*

$18.02 - $19.82 Hourly

FLSA Status:

Non-Exempt

Position Status:

Regular Full-Time (RFT)

Benefit Status:

Benefits Eligible

Work Hours Per Week:

40

Number of Positions:

1

Months Active:

All

Positions Supervised:

0

Note: This position requires you to be bilingual in English and Spanish, both verbal and written.

*Note:

For applicants with extensive qualifications and/or years of experience, 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
• Health care waiving employees are eligible for a health care waiver benefit of $100 per month
• 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, 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.

Required Physical Demands of Essential Functions and Responsibilities:

• Most work is conducted in an office environment with moderate to extensive phone use.
• Extensive use of computer and keyboarding.
• In normal workday, may stand/walk 2 hrs/day; may sit _6_ hrs/day; may drive 2 hrs/week; may use hands for repetitive grasping, pushing and pulling, typing and fine manipulation _3_ hrs/day; may use hands at or above shoulder level for _1_ hrs/day.
• In normal workday, may bend, squat, and/or climb occasionally.
• Work is light in nature, lifting maximum of 30 lbs.
• Frequent lifting and/or carrying of objects weighing up to 20 lbs.
• May require walking or standing to a significant degree or sitting most of the time with a degree of pushing and pulling of arm and/or leg controls.

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: 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.