Boys & Girls Aid
  • 10-Oct-2017 to 09-Dec-2017 (PST)
  • Advancement - General Administration
  • Portland, OR, USA
  • $12.40/hr. - $13.63/hr
  • Hourly
  • Full Time

We are an equal opportunity employer; including veteran and/or disability status

 

General Information:

 

Job #17-53

Common Job Title: Administrative Assistant

Non-Exempt 

Full-Time 

Standard shift hours/Hrs. per week: 40 hours / week

Hiring Range: $12.40/hr.- $ 13.63/hr.

 

Essential Functions:

This position serves as a Full-time administrative assistant with front desk/reception duties.

Front Desk Duties

  • Maintain professional appearance of front desk and reception area.
  • Regular, predictable, and punctual attendance according to a schedule is required.
  • Provides internal and external communication functions that include but are not limited to responsive and accurate customer service, screening and directing incoming switchboard calls, and greeting and directing the public, following established standards and procedures.
  • Demonstrate extensive external and internal customer service. Respond graciously and promptly to telephone inquiries and emails. Create an effective service environment through a professional attitude - brevity, pleasantry, and sincerity. 
  • Transmits necessary information during transition periods efficiently, effectively and courteously to employees who also provide front desk coverage.
  • Opens switchboard and opens and closes building according to established standards and procedures.
  • Monitors vehicle checkout system, including distribution and check in of vehicle binders. Maintains monthly vehicle log.
  • Greets all visitors, manage visitor logcreate and distributes the Agency ID badges, and create and distribute door nameplates.*
  • Disperses incoming electronic faxes to staff in a timely manner. Maintains confidentiality of all incoming and outgoing fax communications.
  • Receives, organizes and distributes completed applications and resumes to the hiring supervisor for open employment positions.
  • Emails or mails response notes to employment applicants upon receipt of application materials.
  • Monitors equipment checkout system, including distribution and check in of laptops, projectors, speakers, wireless, cards and netbooks.

 

Mail Management

  • Processes daily mail and ensures the accurate and timely dissemination of mail to staff mail folders. Manages mail folders, create and remove mail folders as necessary.*
  • Maintains and updates mail manual with accurate distribution lists.
  • Prepares mail for delivery to post office throughout the day.
  • Acts as liaison with courier service and U.S. Postal Service concerning incoming and outgoing mail.
  • Manage monthly postage log.
  • Order supplies for and maintain Neopost mailing machine.

 

Administrative Assistant Duties

  • As directed by the supervisor, provides general administrative support for agency administration and other departments as assigned by supervisor, including but not limited to typing, drafting and editing correspondence, copying, collating, organizing documents, filing and ordering meals for meetings.*
  • Register clients for Foundations Training and send out correspondence emails for CPI training.*
  • Works in Raisers Edge database assisting with database administration.
  • Identify, focus, and prioritize projects through strategic listening expertise and direct communication with the supervisor.

 

Secondary Functions:

  • Assists with inventorying and purchasing agency supplies, including print cartridges, supplies for the supply room and agency trainings and meetings.

 

Qualifications and Job Requirements:

Must be able to provide appropriate services and interact appropriately with people from diverse socio-economic, racial, ethnic, and other cultural groups, considering their needs and impact of the interaction.

  • Job Knowledge: Associate Degree or higher preferred with an emphasis in business development, administration, communications, or other relevant field. Ability to perform independently, with intermediate skills in Word, Excel, Outlook, answering multiple phone lines and assist walk-in customers/vendors. Minimum two years relevant experience providing administrative support or comparative position within an office environment. Related education or training in communications, psychology or social work field may substitute for experience, but a person in this position must have demonstrated ability to communicate effectively to meet position objectives. Level 3
  • Supervising: Not responsible for supervisory activities. Level 1
  • Decision Making: Decision making, problem solving, and or recommendations within the scope of position responsibilities. Consideration of facts and options. Level 2 = 94
  • Interpersonal Skills/Interactions: Regularly interacts and communicates with a broad range of people within the agency, with the board of directors, and with outside groups. Must be able to communicate with sincerity, tact, and diplomacy, and help move people forward as a friend of the agency. Collaboration and cooperation is essential. Frequently, interactions with others are complex, demanding, and/or difficult. Must be able to communicate with varying types of individuals, interacting frequently with others in person, on the phone, or through email inside and outside the agency. Interactions have definite consequences on agency image if not handled well. Level 3
  • Impact: Customer service and satisfaction is an important part of the job, actions influence customers sense of satisfaction. Ability to influence outcomes is limited to personal interactions and follow up actions. Supports programs but does not develop policy or program direction. Level 2

 

Additional Skills & Abilities:

  • Must follow the Advancement Department dress code.
  • Must be able to work independently and in a cross-functional team environment.
  • Must be able to present complex information to phone callers in an effective way.
  • Must be able to present complex information in person in an effective way.
  • Must be customer-service oriented with effective communication and telephone screening skills.
  • Must be able to interact courteously and communicate effectively with a diverse range of people on the telephone and in person such as clients, donors, board members, vendors, volunteers, staff etc.
  • Must be able to facilitate requests for information in Spanish and mono-language translations when necessary.
  • Must be able to organize and maintain systems of information.
  • Must have solid experience with electronic databases and all programs in Microsoft office systems, and be able to enter data accurately and completely into database.
  • Must have experience with multi-line, moderate volume computerized phone and voice mail systems. Must be able to direct phone calls based upon various department protocols.
  • Must be able to maintain confidentiality of information.
  • Must be able to learn and implement new processes on job as required for quality improvement and agency direction.

Additional Requirements/Preferences, including Licenses and/or Certifications:

Requirements:

  • Must successfully pass the Department of Human Services (DHS) criminal background check and, if applicable, fingerprinting.
  • Must be able to pass the pre-employment reference checks.
  • Must be able to provide official grade transcripts, including the education level, from all educational institutions mentioned in the education section of the employment application.
  • Must be able to provide a copy of his/her own social security card for W-4 documentation.
  • Must be able to provide applicable documentation(s) for I-9 in order to establish identity and authorization to work in the US.

Preferences:

  • Associate Degree or higher.
  • Experience with Raisers Edge and Greater Giving Software.

Physical Requirements and Work Environment: Level 1

  • Work involves extensive verbal communications by phone and in person throughout the day, and via email.
  • Job requires the ability to sit at switchboard and/or computer keyboard for periods of up to three hours at any one time.
  • Job requires some bending, lifting and carrying up to 20 pounds on an occasional basis.
  • Regular and reliable attendance is required.

 

Note: This job description is representative of the major position requirements and is not intended to be all-inclusive.

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