Administrative Assistant

POSITION TITLE: Administrative Assistant

RESPONSIBLE TO: Office Director

RESPONSIBLE FOR:

The Administrative Assistant position is a full-time, non-exempt position that provides a variety of administrative support, reception services, and project support. This position is responsible for general clerical duties including such things as mail, correspondence, ordering supplies, data entry, filing, reception coverage, project work, and other tasks as assigned. This will be a Monday – Friday position from 8:00 – 5:00 pm.

Project and Support Duties

• Create a positive team atmosphere by providing quality service to clients, staff, and volunteers through active listening, positive problem solving, and timely responses.
• Ensure that clients, service technicians, volunteers, and the general public have a positive experience and are greeted, assisted, get questions answered, or are connected to the proper staff person or agency and announced to staff.
• Ensure agency policy regarding visitors, and expected behavior, are followed. Monitor and report situations as needed.
• Keep up to date on available resources to provide information to clients about programs and services available through YCAP and other agencies.
• Maintain reception area and small and large conference rooms. This includes sanitizing areas regularly. Keeping the display case up to date and scheduling the conference rooms when requested.
• Pick up and drop off mail daily.
• Process all incoming mail and ensure fiscal/audit processes are maintained, invoices are distributed, and donations, are properly distributed. Process all outgoing mailings such as program applications, and thank you letters.
• General office duties such as checking voice mails and routing calls, filing, scanning, photocopying, etc. Serves as back-up for agency phone system.
• Complete program requested projects in a timely and accurate manner. Projects may include but are not limited to Board packets, collating booklets, developing forms, data entry, Employee Recognition Certificates, and developing support materials as requested.
• Support the Directors and departments as needed on administration projects.
• Maintain files for the Finance Department and Human Resources including assisting with filing, archiving, and destroying as needed.
• Provide monthly postage and copy reports to the Finance Department.
• Develop forms, reports, and correspondence as directed by administrative or management staff.
• Maintain admin office supply inventory, research products to find the best price, complete supply requisitions, place office supply orders, verify delivery, and stock shelves.
• Order name plates and name badges when requested by a Director.
• Regularly maintain equipment to ensure proper functionality, problem solve issues and promptly arrange service technicians if needed. This includes the postage machine and all agency copiers.
• Prepare the building for opening and closing.
• Run errands such as but not limited to picking Employee Recognition gifts, water, and other food or supplies needed for meetings.
• Other duties as assigned.

KNOWLEDGE, SKILLS, & ABILITIES

• AA degree and/or equivalent experience
• Knowledge of computers and office equipment
• Advanced knowledge of MS programs including Word, Excel, and Outlook
• Skill in maintaining confidentiality with client, financial, and personnel information
• Working knowledge of YCAP and community resources to refer clients
• Strong skills in verbal and written communication, problem solving, and teamwork
• Ability to work independently on multiple projects in a timely fashion
• Ability to work with a diverse group of people, organizations, and situations
• Bi-Lingual – English/Spanish preferred
• Ability to work a flexible schedule if needed

Job Type: Full-time

Pay: $19.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Ability to Commute:

• McMinnville, OR 97128 (Required)

Ability to Relocate:

• McMinnville, OR 97128: Relocate before starting work (Required)

Work Location: In person

Salary : $19