Administrative Assistant

3 days ago

Hillsboro, United States Community Action Organization Full time
Job Summary

This role provides specialized administrative support to the Director of Housing Stability, maintaining a high degree of confidentiality. The successful candidate will play a key role in supporting the day-to-day operations of the department, serving as 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, including attending internal and external program-related meetings, taking formal minutes, and providing project management support to various program and department projects.
  • Arrange internal department meetings and external community collaboration meetings, including scheduling, agenda distribution, taking minutes, distributing minutes, and following up on assigned action items.
  • Track and input various information into various databases, ensuring accuracy of data, and manage department software accounts as assigned.
  • Support and facilitate the Director's formal presentations to staff, families, Board of Directors, community partners, and develop presentations, reports, and timelines as needed to support departmental work.
  • Coordinate travel arrangements for staff attending conferences or training courses, maintain department tracking, filing, and information systems, and ensure essential information is current and available to the Director and program managers.
  • Support department-wide communication through means requested, such as issuing department bulletins and memoranda, and ensure that orders, inventory, and distribution of office supplies are completed and maintained.
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.
  • Experience working effectively with low-income and diverse populations, coordinating with other professionals and social service agencies, and demonstrating strong organizational skills and proficiency in technology tools such as Microsoft Office applications, databases, spreadsheets, and charting.
  • Excellent verbal and written communication skills, with a strong ability to collaborate and communicate effectively with colleagues, stakeholders, and community partners.
Preferred Qualifications
  • Bilingual English/Spanish, both written and verbal.
  • Experience working in a Community Action program, knowledge of Washington County social services and resources, and required licensing or other special certifications as indicated by the assigned program Director.
Work Environment

This role is performed in a normal office environment, with extensive computer and phone usage. Occasional early morning, evening, or weekend work may be required as needed. The successful candidate will be required to stand/walk 2 hours per day, sit 6 hours per day, drive 1/2 hour per day, use hands for repetitive grasping, pushing, pulling, typing, and fine manipulation 2 hours per day, and use hands at or above shoulder level for 1 hour per day.

How to Apply

To be considered, please submit a completed Community Action Employment Application form, along with a cover letter and resume, if desired. Transcripts may be required for certain positions. Applications can be completed online or printed and submitted via email or mail to the Hillsboro office address. All application submissions will be acknowledged with a receipt notification. If selected for an interview, we will contact you.

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