Administrative Assistant - ARCHES Day Center - Mid-Willamette Valley Community Action Agency

The ARCHES Project is looking for an Administrative Assistant to join their team!The Administrative Assistant position will provide direct support to ARCHES Program clients - many of whom are chronically homeless and experiencing barriers to service engagement. The person in this position is responsible for supporting ARCHES initiatives by providing the delivery of basic needs and Supportive Services, routing customers to appropriate ARCHES services, providing clerical support, ensuring the safety of all guests and volunteers and assisting in the de-escalation of guests as needed. The position is renewable annually based on continuation of project funding.

There are multiple vacancies for this position.

Candidates must submit application by 11/6/2024 in order to be considered for first round interviews.

MINIMUM QUALIFICATIONS The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION and/or EXPERIENCE

• High School Diploma or GED.
• Four years of experience in an office related field.
• Equivalent combination of education and experience may be considered.

CERTIFICATES, LICENSES, REGISTRATIONS

• Driver qualification status not required for this position.
• Candidate must pass a comprehensive MWVCAA background screening prior to employment.
• Basic Life Support/First Aid Certification is required within first 30 days of hire.
• Food Handler's Card or ability to obtain within 30 days.
• Candidate must pass pre-employment and random drug screenings.

KNOWLEDGE, SKILLS, AND ABILITIES

• Experience in a Social Services office environment is preferred.
• Experience working with the homeless or at-risk populations is preferred.
• Demonstrated proficiencies in Microsoft Office (Teams, Outlook, Work, Excel) and videoconferencing platforms.
• Effective interpersonal communication skills, in both written and oral form, including professional email etiquette
• Must possess the ability to be flexible as well as have excellent planning, organization and time management skills.
• Demonstrates problem-solving abilities in an administrative environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES This job description is not intended to be all-inclusive. Employee will also perform other reasonably related business duties as assigned by immediate supervisor and other management as required.

• Models and trains staff, volunteers, and interns on appropriate customer service skills and expectations. Upholds hospitality and customer service standards, ensuring client centered & trauma informed care in adherence to program policy.
• Ensures the safety of all guests and volunteers through implementation of statewide shelter and occupational standards.
• Monitors the Day Center to ensure it maintains compliance with the Supportive Services Agreement.
• Assists the Program Manager with the writing of policies and procedures and updates to the policies and procedures as needed.
• Oversees the ordering, inventory tracking, and distribution of supplies.
• Fills in with reception area staff, including answering phone as well as greeting and direction visitors, when needed.
• Processes incoming and outgoing mail, filing in appropriate mailboxes, and checking and distributing client mail.
• Assists Program Manager with quarterly audits of mail operations, ensuring staff and guest are in compliance with expectations, policies and procedures.
• Maintains a clean and organized working environment and provides trainings to maintain the consistency of services.
• Facilitates data collection and inputs utilization profiles into the Homeless Management Information System (HMIS).
• Assists with state and federal procurement by writing project solicitations, gathering comparisons, and completing agency procurement documents in accordance with state, federal and agency guidelines and policies.
• Provides ongoing support to all staff, volunteers, and interns on the standards of ARCHES Supportive Services.
• Supports and backfills Site Assistants when needed.
• Performs intermittent cleaning, janitorial, and laundry tasks in support of day-to-day sheltering operations.
• Supports nutrition staff as needed by completing various kitchen tasks, including cooking meals.
• Participates in Community Outreach to local organizations, camps, and groups as directed by supervisor.
• Maintains appropriate boundaries with clients and coworkers at all times.
• Complies with MWVCAA safety and personnel policies, including punctuality and attendance.
• Pursue Program Critical Strategic Goals:
  • Embraces the mission and philosophy of Trauma Informed Care, Motivational Interviewing, recovery, client- centered services, Coordinated Assessment, and Harm Reduction

SUPERVISORY RESPONSIBILITIES

There are no supervisory duties in this position.

PHYSICAL AND MENTAL DEMANDS Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.

• Specific vision abilities required by this job include close vision and ability to adjust focus.
• Regularly lifts up to 25lbs. Occasionally lists up to 50lbs.
• Manual dexterity for handling office equipment.
• Incidental driving tasks may be requested for employees with a personal vehicle and proof of current auto insurance.
• Maintains calm disposition when clients or others may become escalated, applying crisis intervention and de-escalation techniques for all participants.
• Regulates emotions during interactions with escalated clients and staff.
• Regulates emotions and handles pressures of frequent demands for attention, time and work tasks.
• Requires basic problem-solving and planning while completing tasks as assigned by a supervisor.

WORK ENVIRONMENT

• Regularly works indoor and outdoor in cold weather, heat and other extreme climate events.
• Close quarters, often with a public client population experiencing homelessness, substance use disorders, and/or severe and persistent mental illness, and/or unpredictable behavior.
• Frequent interruptions and demands; frequent noise.

MWVCAA is committed to promoting and achieving diversity, equity and inclusion with employees and with those we serve. The agency strives to be an employer of choice with a vision for all people to be respected for their infinite worth, and supported to envision and reach a positive future.

MWVCAA is proud to be an Equal Opportunity Employer. We do not discriminate based upon race, religion, color, national origin, sex, sexual orientation, gender expression, age, veterans, and people with disabilities or any other protected category. We welcome all people to join us in achieving our Mission. If you require any assistance in the application process, or reasonable accommodations to perform the essential duties of the position, please notify a member of our team at (503) 585-6232.

*MWVCAA is a Second Chance Employer supporting individuals with criminal records with a fair and equal opportunity at employment. A background check will be conducted for this position. A criminal record will not automatically disqualify an individual from a job, unless there is a specific legal exclusion. MWVCAA will consider convictions as they relate to job duties and responsibilities and consider the length of time since the offense.

**This is a partial list of essential duties and responsibilities. To review the full job description, download below.

If you need ADA accommodations to apply for MWVCAA job openings, please contact Human Resources at HR@mwvcaa.org or call 503-585-6232 to ask for a HR Team Member.