POSITION ANNOUNCEMENT

Under Oregon statute, after July 1, 1996, an offer of employment for this position is contingent upon the results of criminal offender information record check, and possibly fingerprinting, conducted on applicants for employment in early childhood services agencies. Applicants who have been convicted of certain offenses or who refuse to consent to such background checks will not be hired for this position. The statements herein are intended to describe the general nature and level of work being performed by the employee in this position. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of a person in this position. Continuation of all positions is contingent upon future funding.

*Note on Hiring Range:

For applicants with extensive qualifications and/or years of experience, the new hire maximum rate may be exceeded with the approval of the Director of Human Resources and the Executive Director. If approval is granted, it will be based upon careful review of the applicant's qualifications, experience, internal equity and budgetary considerations. The final rate approved will typically never be at a rate equal to or above the established midpoint of the pay range for the position.

Benefits: All regular full-time (RFT) status positions of 20 hours per week or more year round or part year of .50 FTE or higher are eligible for our outstanding benefits package including:

• Individual Medical with premium covered at 90%
• Free Dental insurance for the employee
• Employer matched retiremet dollar for dollar for the first 3%
• Generous paid sick and vacation time
• 13 paid 0bserved holidays
• Free life and long term disability insurance
• Medex travel assistance
• Employee Assistance Program
• Rich and diverse mission-based working environment

Position Summary:

In support of the Agency's mission, this position is responsible for providing administrative and program management support for the Housing & Homeless Services Program. This position supports program efforts in data management and collection, identifying common errors, and recommending changes to workflow as needed. This position works with program staff to ensure that data entry is accurate and complete. Duties include acting as the program liaison with other internal programs and community partners, monitoring adherence to funder documentation standards, ensuring program compliance, developing and generating reports, and serving as a member of the program leadership team to develop and implement policies and procedures. This position requires excellent time management skills in order to complete multiple tasks, project and program requirements. and must demonstrate and model effective collaboration and communication skills.

Essential Functions and Responsibilities:

• Provide prompt, accurate and effective administrative support including, but not limited to, composing and sending written and electronic correspondence in an accurate and timely manner, routing telephone calls and visitors, performing word processing functions, creating graphs and presentations, and providing language translation when applicable.
• Order and maintain inventory of Housing & Homeless Services program materials as needed.
• Responsible for ensuring that orders, inventory, and distribution of office supplies are completed and maintained for the division/program. Maintain office equipment as assigned.
• Maintain up to date calendar information relating to the assigned division/program business, as well as various community partners who work with the assigned division/program.
• Perform data entry and information management in a variety of databases. Prepare and analyze reports and prepare documents summarizing the reports.
• Oversee data quality activities including running data quality reports, distributing information for data entry corrections, supporting supervisors and Program Manager with quality assurance activities.
• Work with staff and supervisors to ensure that data entry is accurate and complete.
• Training of Housing & Homeless Services staff on data entry & data quality. Monitor data quality; prepare and analyze monthly and quarterly reports.
• Update and maintain program information on employee intranet and agency website.
• Keep current on and act as a resource to program supervisors and staff on agency related information technology system changes.
• Maintain workflow systems, keeping procedures current and effective, and maintaining accurate schedules in a manner which is aligned with the program/divisions business needs.
• Process rental assistance referrals, approvals, and service transaction entries.
• Maintain related division/program files and in-process work files of director/managers, including coordination of current and historical filing needs.
• Oversee functioning of program systems and processes. Anticipate workload needs and effectively plan time and resources necessary to execute tasks on time.
• Provide organizational support consisting of scheduling, reserving rooms or sites, and taking meeting minutes.
• Attend required trainings and meetings.
• Strictly adhere to all safety policies and procedures at all times and respond/correct any at-risk safety issues immediately.
• Strictly adhere to agency code of ethics and standards of workplace behavior.
• Perform other duties as assigned to meet business needs including regular and reliable attendance and adherence to all company workplace behavior standards.

Marginal Functions and Responsibilities:

• Other marginal functions and responsibilities as assigned.

Required Education/Training/Experience:

• High School diploma or higher, with a minimum of two years experience in detailed data management and reporting. An equivalent combination of education and experience may be considered.
• Advanced proficiency in technology tools such as Microsoft Office applications, databases, spreadsheets (including formulas and tables), charting, etc.
• Exceptional attention to detail and ability to manage multiple situations at one time.
• Excellent written and verbal communication skills.
• Ability to work independently and produce quality work products under tight timelines.
• Strong organizational skills and ability to manage multiple tasks of competing priority with accuracy. Good verbal and written communication skills.
• Demonstrated ability to work independently and efficiently.
• Demonstrated proficiency using word processing and/or database software in a Windows environment.

Preferred:

• Detailed knowledge of data systems used by Community Action, including ServicePoint, OPUS and Child Plus.
• Bilingual English/Spanish written and verbal.
• Experience in social service programs serving low income individuals.

Required Licensing or Other Special Certifications:

• N/A

Required Physical Demands of Essential Functions and Responsibilities:

• Work is performed in normal office environment with moderate computer and phone use.
• Local driving in various traffic and weather conditions to provider's facilities or homes.
• May be required to work flexible hours including evenings and weekends.
• In normal work day, may stand/walk 4 hrs/day; may sit 4 hrs/day; may drive 4 hrs/day; may use hands for repetitive grasping, pushing and pulling, typing and fine manipulation _4_ hrs/day; may use hands at or above shoulder level for _1_ hrs/day.
• In normal work day, may bend, squat, and/or climb frequently.
• Work is light in nature, lifting maximum of 20 lbs with frequent lifting and/or carrying of objects weighing up to 20 lbs

How to Apply for this Position:

To be considered we must receive a completed Community Action Employment Application form. You are welcome to also include a cover letter and resume at your option. Transcripts may be required for certain positions. Applications can be completed on our website: www.caowash.org or you can print off the application to complete or pick up the application form at either of our following locations:

Hillsboro – 1001 SW Baseline St, Hillsboro OR 97123

Beaverton – 5050 SW Griffith Dr, Suite 101, Beaverton OR 97005

Be sure to submit your application in a timely manner. If you choose not to complete an online application, you can send your completed application form, optional resume and cover letter and any other required documents via fax at 503.357.6057. If you prefer to mail your application be sure to mail attention Human Resources at the Hillsboro office address above.

All application submissions will be acknowledged with a receipt notification. If you are selected for an interview, we will contact you.

All current Community Action employees are encouraged to apply for openings at Community Action which they are interested in. For current employees, some qualifications may be met by an equivalent combination or education and experience at the discretion of the employer.

COMMUNITY ACTION IS AN EQUAL OPPORTUNITY EMPLOYER

Community Action is an equal opportunity employer and does not discriminate on the basis of sex, age, race, color, religion, marital status, national origin, disability, sexual orientation, veteran status, or other protected status in accordance with applicable federal and state equal employment opportunity laws. Applicants with disabilities may request accommodation to complete the application and selection process. Please notify Human Resources at least three (3) working days prior to the date of need.

Note: Community Action Organization reserves the right to modify, interpret or apply this job description as needed. The statements herein are intended to describe the general nature and level of work being performed by the employee in this position. They are not intended to be construed as an exhaustive list of all responsibilities, duties (including essential duties), and skills to be performed by the employee occupying this position. This job description is not a contract implied or otherwise and they the employment relationship remains at-will. The aforementioned requirements may be subject to change to reasonably accommodate qualified persons with disabilities. All positions are contingent upon funding and successful passing of all required background checks, required registry checks and physical screenings if required.

All staff in positions which regularly require driving either company or personal vehicles while performing work on behalf of Community Action are required to provide Human Resources proof of a valid driver's license for a motor vehicle record check both at hire and annually thereafter. Human Resources will conduct a motor-vehicle record. These records will be held as confidential records in Human Resources. All accidents will be reported to Human Resources within 48 hours.