Administrative Support Specialist

16 hours ago

Hillsboro, Oregon, United States Community Action Organization Full time
Job Description

At Community Action Organization, we are seeking a highly skilled and organized Administrative Support Specialist to provide specialized administrative support to our Director while maintaining a high degree of confidentiality. This role plays a key part in supporting the day-to-day operations of the assigned department 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.

Key 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.

Requirements:
  • 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.

Equal Opportunity Employer:
Community Action Organization 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.

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