Administrative Assistant - Energy Conservation (TEMPORARY)

*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.

Position Summary:

In support of the Agency's mission, the Administrative Assistant is responsible for providing related support for the assigned division/program/office functions while maintaining a high level of confidentiality. This position performs functions involving multiple support tasks with a high degree of accuracy and ensures that the division's operations flow smoothly. Responsible for compiling information, generating reports, summarizing findings and completing tasks in a time sensitive manner. Develops, implements, and maintains program related office systems and procedures. This position requires excellent time management skills 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 assigned division/program/office functions reporting to assigned manager, supervisor or program staff.
• 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, performing word processing functions, creating graphs and presentations, and providing language translation when applicable.
• Keep current on and act as a support resource to program supervisors and staff members on Agency related information technology system changes.
• Maintain up to date calendar information relating to the assigned division/program business.
• Perform data entry and information management in a variety of databases. May be asked to organize 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, keeping procedures current and effective, and maintaining accurate schedules in a manner which is aligned with the program/divisions business needs.
• Anticipate workload/project support needs and effectively plan time and resources necessary to execute tasks on time.
• Responsible for ensuring that orders, inventory and distribution of office supplies are completed and maintained for the division/program. Maintain office equipment as assigned.
• 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 one year of program operations or administrative support experience in a non- profit or non-manufacturing environment or an equivalent combination of education and experience.
• 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 written and verbal.
• Able to translate written materials from English to Spanish.
• Experience with and/or knowledge of social service systems or non-profit organizations.

Required Licensing or Other Special Certifications:

• N/A

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 work day, 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 work day, 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: 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 - 17933 NW Evergreen Pkwy, Suite 315, Beaverton, OR 97006

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.

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

Salary : $18 - $20