Administrative Assistant B

POSITION TITLE: Administrative Assistant B

RESPONSIBLE TO: Office Director

RESPONSIBLE FOR:

The Administrative Assistant B position is a full-time, non-exempt position that provides a variety of administrative support. In addition to providing general support, this position is responsible for: mail pick-up and drop-off, audit support, routing IT requests, issuing cell phones, and tracking inventory. This position collaborates with the Office Administrative Assistant A to ensure all office tasks are completed on a daily basis. Position schedule is Monday – Friday position from 8:00 – 5:00 pm. This is an in-office support position.

ESSENTIAL DUTIES

· Create a positive team atmosphere by providing quality service to clients, staff, and volunteers through active listening, positive problem solving, and timely responses.

Finance Support:

• Match backup/statements on credit card records.
• Accurately file Finance related documents in a timely manner.
• Daily remote deposit (RDC), and/or in-person deposits.
• Scan documents and report accounts receivable to Development as needed.
• Prepare Finance outgoing mail, including payables.
• Support audit process by pulling, organizing and scanning requested information.
• Document organization and maintenance such as file, archive, and document destruction.
• Other duties as assigned.

Facilities Support:

· Serves as the internal liaison between vendors and users for computer, internet, and hardware issues. Troubleshoots and creates vendor maintenance tickets when needed to ensure completion.

• Maintain agency computer inventory list, and report inventory information as needed to ensure program inventory is stocked and do not fall below designated levels.
• Provide general support to internal customers regarding the status of IT requests.
• Schedule and inform staff on IT related vendor visits and projects.
• Review monthly IT invoice for accuracy.
• Record IT related requests for analysis.
• Issue, track inventory, collect, and maintain all agency phones. Contact phone vendors as needed.
• Other duties as assigned.

General Office Support:

• Provides back up coverage for the Office Administrative Assistant A including break coverage, and general coverage when needed.
• 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.
• Provide monthly postage and copy reports to the Finance Department.
• 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.

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, organization

Job Type: Full-time

Pay: $18.50 - $20.50 per hour

Expected hours: 40 per week

Benefits:

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

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Commute:

• McMinnville, OR 97128 (Required)

Ability to Relocate:

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

Work Location: In person

Salary : $19 - $21