Administrative Assistant

Position Description

This position reports directly to the Director of Quality and Administrative Services and is a key administrative position for the agency.

Qualifications

· Proficiency in Microsoft Office Suite.

· Strong organizational skills and attention to detail

· Active listening and good communication skills.

· Utilize a proactive approach to problem-solving.

· Ability to multi-task.

· Strong time management and organization skills.

· Successful experience working independently.

· Knowledge of standard office administrative practices and procedures

· Valid Oregon driver’s license, personal auto liability insurance, and a driving record that permits coverage under the agency’s corporate auto liability.

· Successfully complete a thorough background investigation, including criminal history check, abuse records check, reference checks, employment history, education verification, and licensing verification, if applicable. Arrest and/or conviction of a crime does not automatically disqualify an applicant.

· Ability to thrive in a fast-paced environment and operate with a high sense of urgency.

· Ability to show and demonstrate on a consistent basis initiative, professionalism, poise and flexibility and work within an environment of frequent interruptions, conflicting priorities, and varying workloads.

· Ability to observe strict confidentiality in all aspects of services provided.

· Strong interpersonal skills with the ability to interface effectively with a wide variety of staff personalities, and internal and external clients.

· High School Diploma or GED required.

Duties and Responsibilities

· Assistant to the HR Department

- Managing training compliance for the agency including tracking and assigning trainings through various computer programs, assuring compliance with state agencies training requirements, and maintaining the training logs for each employee.

- Manages onboarding of new employees

- Maintains employee files including the main file and a medical file

- Processes documents related to employees including SAIF claims, OFLA, ADA and Oregon Leave documentation.

· Administrative support to the Executive Director and Quality and Administrative Services Director including, but not limited to the following:

- Errands

- In-service trainings

- Board meetings including meeting arrangements and maintenance of books and storage of board meeting and other important documents

- Works with the ED to manage records retention for the agency

- Coordinator for the administrative department for agency reviews (biannually)

o Prepare and edit correspondence, communications, presentations, and other documents.

o Coordinate project-based work as assigned.

o Scheduling, office errands, special projects as assigned.

o Provide assistance with developing and managing systems for the Executive Director.

o Respond to a wide variety of requests for information, policies and procedures, and executive action. Analyze needs and problems and determine approach and priority.

o Utilize efficient time management with the nuances of complex administrative assistance at the executive level.

o Maintain confidentiality in all aspects of team and company information.

o Provide back-up administrative support to other departments as necessary.

· Other duties as assigned.

Work Schedule

Unless otherwise stated, the position is a non-exempt, benefitted position at 40 hours per week Monday-Friday. Employee may be required to work evenings/weekends, as needed.

Benefits

Pay: $17-$18.50/hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Job Type: Full-time

Pay: $17.00 - $18.50 per hour

Expected hours: 40 per week

Benefits:

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

Schedule:

• 8 hour shift
• Monday to Friday

Education:

• High school or equivalent (Preferred)

Experience:

• office, clerical and administrative assistant: 2 years (Required)

Ability to Commute:

• Salem, OR 97317 (Required)

Ability to Relocate:

• Salem, OR 97317: Relocate before starting work (Required)

Work Location: In person

Salary : $17 - $19