Office Coordinator

*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, and under the direction of the Director of Operations, the Office Coordinator is responsible for managing daily activities of the front reception areas at various locations as assigned, providing supervision and oversight to assigned staff including assigning/monitoring work schedules, daily tasks, projects and or workflow challenges. Also fulfills supervisory duties of hiring, firing, evaluations, performance and discipline. This position will assist with the coordination of training and support to front desk staff related to safety and customer service, and assist the Director of Operations as requested with the troubleshooting of any reception area issues that may arise. As assigned, this position is responsible for maintaining equipment and supplies at various work sites as assigned, coordinating appropriate service calls, and supply ordering. Under the direction of the Director of Operations, this position will collaborate with Facilities regarding building, parking, or other facility-related issues, keeping the Director of Operations informed. The position may encounter aggravated or excited clients and must always sustain professionalism.

Essential Functions and Responsibilities:

• Coordinate daily activities of the front reception areas assigned, including providing supervision and oversight to assigned staff including assigning/monitoring work schedules, daily tasks, projects and or workflow challenges. Also fulfills supervisory duties of hiring, firing, evaluations, performance and discipline.
• Ensure that front desk staff receives appropriate training and support related to safety and customer service on a regular basis.
• Assist as needed with issues related to scheduling/layout of agency conference rooms.
• Assist as needed with issues related to maintenance of office equipment and ordering of supplies; and training for training/questions of staff on the use or procurement of supplies as needed.
• Assign and monitor daily tasks of Administrative Office Specialists, referring complex issues to the Director of Operations.
• Checks, reviews, or prepares records, reports, forms or other documents of various kinds pertinent to assigned function(s); investigates complicated problems or errors.
• Develop procedures and forms to support the office administration function within the agency.
• Ensures office staff are informed of new or revised procedures and any pertinent information regarding assigned function(s); update related policy and procedure manuals/guides.
• Oversee the centralized inventory process for each location.
• Coordinate the distribution of the outreach bins for community events.
• Coordinate with Finance Department regarding delivered supply orders. Maintains records for all delivered packages and confirms packaging slips in accordance with Finance Department procedures.
• 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:

• Cover front desk duties as needed at various locations to support staff absences.
• Other marginal functions and responsibilities as assigned.

Required Education/Training/Experience:

• Associate degree in business management or related field with a minimum of two years of administrative support experience including customer service, supervision of staff and daily office activity coordination. An equivalent combination of education and experience may be considered.
• Ability to assign, coordinate, and supervise the work of others.
• Intermediate level of proficiency in technology tools such as Microsoft Office applications, databases, spreadsheets (including formulas and tables), charting, etc.
• Proven ability to work in an environment requiring frequent problem solving and decision making.
• Excellent verbal and written communication skills.

Preferred:

• Bilingual English/Spanish, oral and written.
• 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 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.

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.

Salary : $19 - $21