Portland, Oregon
Office Assistant Job Opening in Portland, Oregon - APPLY ONLINE AT:
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POSITION TITLE: OFFICE ASSISTANT
STATUS: FULL TIME- NON-EXEMPT
SUPERVISOR: ADMINISTRATOR
PURPOSE OF THE POSITION: The purpose of this position is to adequately support the functions of the administrator, human resources and program. As such, you will need to prioritize tasks and duties that meet the demands of the business, receiving instruction from the Administrator, Director of Special Services and the Human Resources Manager.
GENERAL STATEMENT: The Salvation Army, an international movement, is an evangelical part of the universal Christian Church. Its message is based on the Bible. Its ministry is motivated by the love of God. Its mission is to preach the Gospel of Jesus Christ and to meet human needs in His name without discrimination.
EDUCATION/WORK EXPERIENCE:
AA degree (Preferred) * Minimum three years offices experience with supervisory experience a plus.
Able to operate basic office machines including typewriter, computer, calculator, photocopier, time clock and telephone.
Ability to spell correctly and edit correspondence for correct grammar and usage of the English language.
Ability to track on multiple tasks efficiently, completing each in a professional and timely fashion.
Professional judgment and integrity in handling confidential material.
Knowledge of Salvation Army terminology and procedures preferred.
Must have excellent people skills
Must be able to multi-task and handle deadlines.
Advanced knowledge of Microsoft Office, Word, PowerPoint.
Knowledge of UltiPro a plus. * Experience using a ten-key by touch calculator
Experience using a HP computer.
PHYSICAL REQUIREMENTS:
Ability to sit, walk, stand, bend, squat, climb, kneel or twist on an intermittent or continuous basis
Ability to grasp, push, pull objects such as files, file cabinet drawers, and other office equipment
Ability to communicate clearly on the telephone * Ability to perform various repetitive motion tasks
ESSENTIAL JOB DUTIES:
. Personnel
a. Assist with orientation for new hires and ensure that all of the proper documents are signed and placed in the personnel record.
b. Enter new hire information into payroll/timekeeping systems.
c. Assist with and maintain an effective employee communications network.
d. Make recommendations for employee recognition and appreciation activities.
e. Assist with maintaining personnel files according to ARC Command/Review Standards.
f. Track employee absences.
Recruitment
a. Schedule Interviews with applicants.
b. Conduct preliminary interviews and schedule candidates for 2nd interview with hiring manager. c. Order background checks and conduct reference checks for applicants
Insurance Claims
a. Assist in timely reporting to the workers compensation adjusters of all workplace injuries
b. Assist in preparing earning statements and other documentation required by TPA.
c. Be familiar with the Transitional Duty Program for injured workers returning to the workplace with restrictions.
Safety
a. Become familiar with The Salvation Army Injury and Illness Prevention Program
b. Become familiar with OTIS Training and proper procedures.
c. Assist in reporting vehicle accidents to Claims Reporting Center and assists the adjuster in securing accident photos and scheduling repairs or estimates.
d. Assist in reporting all property claims to TSA Adjuster.
Benefits
a. Assist with open enrollment periods and ensure that benefits are enrolled in a timely manner.
b. Maintain a good understanding of TSA's Retirement Pension Plan and assist employees with application process.
Coordinate volunteers
a. Process background checks for all volunteers per ARC Command policy.
Misc
a. Provide backup to the Accounting office as necessary for HR/payroll related matters.
c. Respond to employment and salary verification requests.
d. Participate in Department meetings as directed by Administrator.
e. Other duties as requested by the Administrator or his/her designate.
ADMINISTRATIVE DUTIES ESSENTIAL JOB DUTIES:
Coordinate with the department supervisors to maintain structure and function of the Center in the Administrator's absence.
Schedule appointments and meetings for the Administrator, and notifies person's required to attend.
Answer all incoming calls on their own and Administrator's extension.
Responsible for creating and maintaining filing system in conjunction with Territorial Headquarters specifications.
Attend Advisory Council meeting and supervisory staff meeting. Responsible for taking minutes, typing and distribution these minutes on Administrator's approval.
Keep calendar of guests for Center apartments. Notify the appropriate supervisors.
Compose own correspondence, memos, thank you letters and distributes as appropriate.
Sort and open Center mail according to TSA policy and maintain check/donation log book.
Process paperwork for all donated vehicles including thank you/receipt letters, DMV forms, Excel spreadsheet and ARCC policy paperwork.
Responsible for receiving customer complaints and seeing that action is taken to resolve the conflict in the most efficient way with appropriate director/manager.
Handle various matters of publicity as assigned. Assists with the organization of events, which will promote the respect, and support of the center such as Good Turn Day, Salvation Army Day, etc.
Provide Public Relations support in fielding donor inquiries and soliciting their support for the ARC program specifically.
Promote public awareness by creating information tools, which can be used to educate the public about the ARC program.
Responsible for maintaining stationary supplies, including copy paper, letterhead and envelopes for center. Assist all departments in acquisition of necessary supplies by keeping catalogs for approved vendor on hand. Fax orders as needed. Order needed supplies from THQ.
Arrange for shipping items when needed. Organization and maintenance of vendors and systems to obtain printing and shipping services as necessary and informing all departments of these vendors and procedures.
Assist the Director of Special Services as needed, including Auxiliary meetings, RSVP's flyers, fundraising events, etc.
Other written or verbal duties as may be assigned by the Administrator or designate.
PROGRAM DUTIES ESSENTIAL JOB DUTIES:
Perform a variety of clerical work for Rehabilitation Services staff including typing and mailing of correspondence. Greet visitors, beneficiaries and staff courteously and direct them appropriately. Answers telephone, take messages for Rehabilitation Services staff, answer basic questions about Program, schedule appointments for Director and make telephone calls as assigned. Routes mail and other correspondence to appropriate personnel.
Prepare and maintain all beneficiary files including regular update of computer databases on beneficiaries. Ensures security of beneficiary files and maintains a log of all files checked out for use by staff or interns. Initial set up Program Secretary - includes preparing envelopes for beneficiary's property sheet for the Residence desk as well as beneficiary case cards for each beneficiary.
Process discharge summaries and forward data to appropriate agencies and/or individuals.
Maintain record and data reporting systems.
Prepare and maintain lists for scheduled activities and personnel as needed including Gratuity Lists, Group Rosters, Counseling schedules, passes etc. as delegated and required.
Assemble and prepare all necessary documents for Weekly Case Conference, prepare agenda for case conference and prepare conference minutes. Attend and take minutes of all Case Conference and Rehabilitation Services Staff meetings. Attend other meetings as requested. Maintain up-to-date conference minutes.
Prepare all reports as required by the Rehabilitation Manager and the Administrator. Assist with program research projects as assigned.
Maintain confidentiality in accordance with established policies and laws in order to help maintain the integrity of the total program.
Overtime. Any and all overtime must have the written approval of the supervisor, Administrator or his designee. His initials must appear on the timecard besides the overtime hours.
Perform other duties as assigned.
Title I and Title V of the Americans with Disabilities Act of 1990, as amended, protect qualified individuals from discrimination on the basis of disability in hiring, promotion, discharge, pay, fringe benefits, job training, classification, referral, and other aspects of employment. Disability discrimination includes not making reasonable accommodation to the known physical or mental limitations of an otherwise qualified individual with a disability who is an applicant or employee, barring undue hardship. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability. The Salvation Army is committed to providing reasonable accommodation for qualified job applicants, job candidates, and employees with disabilities to ensure they enjoy equal access to all employment opportunities and benefits of employment as required by the Americans with Disabilities Act. EEO is the Law.
The Vietnam Era Veterans' Readjustment Assistance Act of 1974, as amended, 38 U.S.C. 4212, prohibits job discrimination and requires affirmative action to employ and advance in employment disabled veterans, recently separated veterans (within three years of discharge or release from active duty), other protected veterans (veterans who served during a war or in a campaign or expedition for which a campaign badge has been authorized), and Armed Forces service medal veterans (veterans who, while on active duty, participated in a U.S. military operation for which an Armed Forces service medal was awarded).
If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please call Colleen Moist will coordinate your accommodation request.
Job Type: Full-time
Salary: $15.00 /hour
Job Location:
Portland, OR
Required education:
High school or equivalent
Required experience:
fices: 3 years
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