• Programs & Administrative Assistant

    Alvord TaylorEugene, OR

    Job #438784856

  • Position Summary

    The Programs & Administrative Assistant is responsible for performing various clerical duties throughout the Administration Office, Program sites and assist with Executive level projects and tasks. The Programs & Administrative Assistant is responsible for facilitating communications within and from outside the agency and performing clerical duties as requested by the Executive Director and a designated supervisor. Duties include relaying messages, greeting guests, scanning/filing, management projects with certain record keeping.

    Intepersonal Behavior

    • Demonstrates a caring, respectful and compassionate attitude towards all people.

    • Exhibit clear, consistent emotional and professional boundaries and ability to be appropriately assertive.

    • The ability to work with little supervision and as part of a team, participating creatively in problem-solving

    • The ability to maintain a flexible schedule that suits the needs of Alvord-Taylor

    • Takes responsibility for personal growth

    • Takes initiative to meet the challenges within the environment

    • Adheres to guidelines

    • Receive feedback from team in a positive manner

    • Ability to debate differing opinions towards a positive solution for the people we support

    • Oriented toward solutions through collaboration

    • Compassionately, respectfully and effectively communicates to those we serve, co-workers and outside offices

    • Supports, through behavior and actions, the Mission of Alvord-Taylor, adhering to policies and procedures

    • Represents the organization in a positive and supportive manner

    • Acts as a role model within and outside the Organization

    • Demonstrates flexible and efficient time management and the ability to prioritize workload

    Essential Functions

    Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

    • Familiarize yourself and comply with all administrative rules (OARs), agency policies and procedure, especially the Union contract, the Employee Handbook and the 24-hour Rule

    • Maintain the confidentiality of all people supported information, oral or written unless authorized to release information by applicable laws and policies.

    • Attend meetings and trainings as requested

    • Perform other duties as assigned

    • Maintain accurate financial records

    • Event Planning Participant

    • Interview Panel Participant (at times)

    • Assist in various clerical duties, as assigned

    • Filing/Scanning

    • Assist with maintaining, balancing and reconciling bank accounts and funds records

    • Maintain all on-site client and program records by agency policy and applicable rules;

    • Routinely review all on-site records to assure consistency and accuracy, providing feedback and training as needed; and

    • Coordinate the completion of required documents.

    • Other Admin. Duties as determined by supervisor

    • Maintain office organization

    • Must treat each client with respect.

    • Must deal appropriately with client concerns, referring issues to advocate, program manager or executive director as appropriate.

    • Must maintain the confidentiality of all client information.

    Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

    Education and Experience

    • High school diploma or GED. AA Preferred

    • Excellent computer skills, email, office software and internet literacy

    • Must have good grammar, math, and computer skills

    • Must have effective communication and interpersonal skills

    • Must be responsive to the needs of agency clients and able to exercise appropriate judgment in a variety of situations

    • Must be able to accept responsibility and act independently with good judgment

    • Must be helpful and responsive to directives and assignments

    • Must be able to manage multiple tasks simultaneously

    • Must have strong problem-solving skills including prioritizing and decision-making abilities

    Physical Demands

    The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit, use hands, and talk and hear. The employee is occasionally required to walk and reach with hands and arms. The employee must occasionally lift and move up to 25 pounds.