Overview
Job Title: Operations Admin Assistant
Reports To: Director of Operations
Salary Range: $22.41-25.04/hr.
Department: Indirect (Administration)
Status: Non-Exempt (hourly)
Classification: Part-Time .80 FTE, Regular with benefits
Location: Portland, Oregon
Job Summary: The operations Admin has primary responsibility to answer a multi-line telephone system, routing callers and visitors in a courteous and professional manner, and to provide clerical support for the Operations Director. The Ops Admin Assistant must ensure the smooth functioning of the front office, serve as the first contact to the general public and the first representative of the Board to all visitors. They must be courteous, personable, self-motivated, and have the ability to manage multiple priorities and meet deadlines in providing support for all functions of the organization. The Ops Admin Assistant will maintain a professional relationship with all NPAIHB project staff while dealing with sensitive personnel and project information. Therefore, the Ops Admin Assistant will need to understand the importance and sensitivity of confidentiality and maintain it at all times.
Essential Functions:
Provide Administrative Office Functions and Operations Activities Support
Professionally meet and greet visitors, in person, or over the telephone.
Ensure that security protocols are followed, including guest sign-in and verifying maintenance calls.
Screen and route telephone calls to proper departments and/or staff members; provide helpful information as needed.
Maintain a comfortable and tidy atmosphere for all guests and visitors in the reception area.
Manage sign-in forms.
Provide support to the Operations Director.
Provide support with logistical coordination of NPAIHB office move.
Sign for, collect, sort and properly distribute all in-coming mail and packages daily.
Log Checks and give them to AR/AP person.
Assist with the process and digitalization of historical records.
Enter all data accurately.
Works directly with the purchasing agent to create and maintain a First In/First
Out (FIFO) office supplies system.
Inventory, maintain, research prices and order office supplies.
Prepare out-going mail with correct postage and place in out-going mail box.
Maintain postage meter upkeep, etc.
Serve on the Board’s Safety Committee.
Organize and maintain newspapers, periodicals and update bulletin boards.
Additional Functions:
Perform other duties and assignments as directed by Operations Director.
Standards of Conduct:
Consistently exhibit professional behavior and the high degree of integrity and impartiality appropriate to the responsible and confidential nature of the position.
Consistently display professional work attire during normal business hours.
Effectively plan, organize workload, and schedule time to meet workload demands.
Exercise judgment and initiative in performance of duties and responsibilities.
Work in a cooperative manner with all levels of management and with all NPAIHB staff.
Treat NPAIHB delegates/alternates and Tribal people with dignity and respect and show
consideration by communicating effectively.
Participate in NPAIHB activities.
Abide by NPAIHB policies, procedures, and organizational structure.
Research and, with the approval of supervisor, attend trainings as needed to improve skills that enhance overall capabilities related to job performance.
Qualifications:
Minimum of an Associate’s Degree or equivalent experience
At least one-year experience in an Office Support position.
Demonstrates the ability to work effectively with American Indian people in a culturally diverse environment.
Knowledge of MS Office Suites/Programs (Access, Excel, Outlook, Power Point, WORD)
Demonstrated ability to compose memos, correspondence, agreements, and other documents.
Ability to carry out responsibilities with a minimum amount of supervision.
Typical Physical Activity:
Physical Demands: Frequently involves sedentary work: exerting up to 10 pounds of force and/or a negligible amount of force to lift, carry, push, pull or otherwise move objects, including the human body.
Physical Requirements: Constantly requires the ability to receive detailed information through oral communications, and to make fine discrimination in sound. Constantly requires repetitive movement of the wrists, hands and/or fingers. Often requires walking or moving about to accomplish tasks. Occasionally requires standing and/or sitting for sustained periods of time. Occasionally requires ascending or descending stairs or ramps using feet and legs and/or hand and arms. Occasionally requires stooping which entails the use of the lower extremities and back muscles. Infrequently requires crouching.
Typical Environmental Conditions: The worker is frequently subject to inside environmental conditions which provide protection from weather conditions, but not necessarily from temperature changes, and is occasionally subject to outside environmental conditions.
Travel Requirements: Travel is not required for this position.
Disclaimer: The individual must perform the essential duties and responsibilities with or without reasonable accommodation efficiently and accurately without causing a significant safety threat to self or others. The above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and or skills required of all personnel so classified.
Except as provided by Title 25, U.S.C. § 450e(b), which allows for Indian preference in hiring, the NPAIHB does not discriminate on the basis of race, color, creed, age, sex, national origin, physical or mental disability, marital status, sexual orientation, gender identity, religion, politics, membership or non-membership in an employee organization, marital status, citizenship or immigration status, veteran or military status, genetic information, ancestry or any other characteristic protected by law.
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