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SR. Administrative Assistant

3 months ago

Cornelius, Oregon, United States Community Action Organization Full time

Position Summary:


In support of the Agency's mission, this position is responsible for providing specialized administrative support for the assigned Director while maintaining a high degree of confidentiality.

This position plays a key role in supporting the day-to-day operations of the assigned in support of the assigned Director and is the central point of contact for department-wide functions, maintaining department information systems, and assisting the Director with internal and external projects and meetings as needed.

This position requires excellent time management skills in order 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 the Director.
  • Attend internal and external program related meetings as a support to the Director; may include taking formal minutes of meetings.
  • Provide project management support to various program and department projects to support the Director as needed.
  • Arrange internal department meetings and external community collaboration meetings and support meetings as needed, including scheduling, agenda distribution, taking minutes, distributing minutes, and following up on assigned action items.
  • Track and input various information into various databases and ensure accuracy of data.
  • Manage department software accounts as assigned.
  • May arrange and coordinate the logistics around interviews as assigned by the Director such as calling and/or emailing candidates to provide details of the interview time and location; provide copies of interview documents to the hiring managers as requested; greet candidate upon arrival to the office when in person hiring occurs.
  • Support and facilitate the Director formal presentations to staff, families, Board of Directors, community partners as needed.
  • Develop presentations, reports and timelines as needed to support departmental work.
  • May coordinate the travel arrangements for staff attending conferences or training courses if assigned.
  • Maintain department tracking, filing, and information systems and ensure essential information is current and available to the Director and program managers if assigned.
  • May maintain department planning calendars.
  • Support department-wide communication as assigned through means requested such as the issuance of department bulletins and memoranda.
  • As assigned, responsible for ensuring that orders, inventory and distribution of office supplies are completed and maintained. Maintain office equipment as needed.
  • Support the Director in high level projects such as Self-Assessments, grants and the application process.
  • 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 three years of program operations or administrative support experience in support of upper management personnel in a non- profit or non-manufacturing environment or an equivalent combination of education and experience.
  • Experience in working effectively with low-income and diverse populations.
  • Experience in working both collaboratively as part of a team and independently with little supervision.
  • Experience coordinating with other professionals and social service agencies.
  • Strong organizational skills and skills in managing multiple tasks of competing priority.
  • 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, both written and verbal.
  • Experience working in a Community Action program.
  • Knowledge of Washington County social services and resources.

Required Licensing or Other Special Certifications:

  • To be indicated depending on assigned program Director.

Required Physical Demands of Essential Functions and Responsibilities:

  • Work is performed in normal office environment.
  • Extensive computer and phone usage.
  • Occasional early morning, evening, or weekend work may be required as needed.
  • In normal workday, may stand/walk 2 hours per day, may sit 6 hours per day, may drive 1⁄2 hour per day, may use hands for repetitive grasping, pushing, pulling, typing, and fine manipulation 2 hours per day, may use hands at or above shoulder level for 1 hour per day.
  • In normal workday, may bend, squat, and/or climb frequently.
  • Work is light in nature, lifting maximum of 20 pounds with frequent lifting and/or carrying of objects weighing up to 10 pounds.
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:
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 – 5050 SW Griffith Dr, Suite 101, Beaverton OR 97005

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 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.