Administrative Assistant

Hearts With A Mission • Medford, OR

8d • Onsite

About The Position

Hearts With A Mission has a great opportunity for a part-time Administrative Assistant. We strive to offer a lifeline of care to at-risk children, youth, families, and seniors, providing the promise of a more hopeful tomorrow. Join our team and make a difference in our community!
POSITION SCHEDULE: Monday - Friday1:00 PM - 5:00 PM
POSITION SUMMARYThe Administrative Assistant provides specialized and complex administrative support to one or more programs. Work in this position requires considerable thoroughness and attention to detail, capability to complete tasks within deadlines, ability to maintain confidentiality, and possess a professional manner that works to implement the organization’s Mission, Vision, and Values. This position is consistently the first point of contact for visitors and on the phone. Responsible for welcoming and directing visitors appropriately, notifies staff of visitor arrival, and manages a multi-line business phone system. Performs assignments with supervision or independently, requiring initiative and judgment in conduct of work. All work is performed in compliance with organizational guidelines and policies, as well as all applicable laws.
SUPERVISION RECEIVED AND EXERCISEDThe Administrative Assistant reports directly to the Services Coordinator. This is not a supervisory position. The Administrative Assistant may be assigned to coordinate activities with others on specific projects or perform work for other departments. This position has an introductory period of three (3) months.

Requirements

• Knowledge of general record keeping practices and procedures.
• Knowledge of office practices, procedures, and equipment including software systems and their uses.
• Knowledge of business English, composition, spelling, grammar, and punctuation.
• Knowledge of the organization’s rules, regulations, procedures, Mission, Vision, and Values.
• Demonstrate a high level of ethics, integrity, honesty, and transparency while always upholding the Mission, Vision, and Values of the organization.
• Organize, file, and maintain accurate records; extensive attention to detail.
• Clearly communicates and expresses ideas and displays good interpersonal communication skills; understands verbal and written instructions.
• Demonstrate good telephone etiquette and present a professional image to clients, stakeholders, and the public.
• Edit and proofread written documentation.
• Ability to apply initiative and judgment in performance of work assignments.
• Ability to exercise strict confidentiality.
• Ability to perform effectively under continual deadlines and prioritize work assignments.
• Ability to manage multiple programs or projects, frequently and simultaneously.
• Ability to establish and maintain effective working relationships with all members of the organization, stakeholders, and the general public.
• Ability to pass a pre-employment DHS Child Welfare background check.
• Ability to maintain an acceptable driving record, reliable transportation, and proof of valid auto insurance.
• Demonstrate dependability, reliability, and accountability to include punctuality and attendance.
• High school diploma or equivalent
• Experience in the use of computers, word processing, data base, and spreadsheet software applications.
• Valid Oregon driver’s license at time of hire.

Nice To Haves

• Associate Degree in general studies or a related field
• Experience working in human resources.
• Exceptional organizational and documentation skills.

Responsibilities

• Performs administrative support duties of advanced complexity, and exercises considerable independence of action and judgment to more than one individual or department. May assist with human resources, finance, and program duties as needed.
• Assists with telephone, onsite reception, and customer service support. This includes but is not limited to greeting clients and visitors in person or on the telephone in a helpful, positive, and respectful way.
• May provide support during hiring processes, meetings, and training events.
• Works independently on a variety of projects and programs. May have responsibilities for purchasing, tracking, and maintaining records.
• Conducts research and analysis on technical or specialized projects as assigned.
• Composes simple and complex documents such as letters, memoranda, forms, transcripts, general instruction, and all other documents as necessary ensuring proper layout, grammatical composition, and punctuation.
• Maintains confidentiality and the use of good judgment when dealing with critical issues or assignments.
• Performs complex computer work related to word processing, spreadsheets, data bases, and other computer programs.
• Performs routine recordkeeping and reporting functions.
• Performs other duties as assigned.

Benefits

• Generous Paid Time Off
• Medical Insurance
• Company paid Dental, & Vision Insurance for the employee (including affordable options for dependents & partners)
• Company paid Term Life and AD&D Insurance, plus Long-Term Disability
• 401k with Employer Match
• Chaplain Care Team - Confidential, no-cost support for employee and family

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: High school or GED