CHI Office Administrator

CHI Office Administrator

Portland, Oregon

About Portland OIC

At Portland Opportunities Industrialization Center, Inc., we are committed to the future success of underserved youth through the age of 25, providing the highest quality services in education, mentoring, family outreach, employment training and placement.

Rosemary Anderson High School (RAHS) is an accredited high school with four campuses in North Portland, East Portland/Gresham, New Columbia and SE Portland.

We believe all people have value, all people can grow, and all people can build and contribute to thriving communities.

Position Summary

Position: Office Administrator

Location: CHI Office- located at 9828 E. Burnside Street, Suite 210, Portland, OR

Hours: Monday through Friday, 8:30am - 5:00pm, plus evenings and weekends as required

Reports to: Director of Family Outreach

Benefits: Full benefits package

Salary: $13-$16 per hour/ DOE

We are looking for a reliable, highly organized, highly enthusiastic, self-disciplined, detail-oriented and motivated Office Administrator to be part of the CHI (Community Healing Initiative) team. The CHI team works with African American youth and families connected with Multnomah County’s Department of Community Justice. The Office Administrator is responsible for the organization and co-ordination of office operations, procedures and resources to facilitate organizational effectiveness and efficiency. As the first point of contact in the office, the office administrator will field and direct incoming phone inquiries regarding services, greet visitors, ascertains nature of business, and conduct visitors to appropriate person. The Office Administrator will undertake administrative tasks, ensuring the rest of the staff has adequate support to work efficiently. Position requires a high level of computing skills to review, track, analyze data, and maintain records essential to delivery of excellent client services.

Responsibilities

  • First point of contact
    • Facilitation of routine daily office functions including greeting visitors, incoming calls, mail, email inquiries, stocking the office, inventory management and related tasks.
  • Administrative Support
    • Facilitation of routine daily office functions including greeting visitors, incoming calls, mail, email inquiries, stocking the office, inventory management and related tasks.
    • Facilities Management including workplace and environment maintenance, managing office improvements and repairs as needed and coordinating recycling.
    • General office duties such as correspondence, meeting set up and materials, or other clerical work.
    • Compile and type reports, record minutes of staff or other meetings.
    • Assist with scheduling, logistics and purchases needed for trainings and other events.
    • Schedule and organize staff meetings and trainings. May be responsible for travel arrangements.
    • Participate on special committees for staff activities and celebrations.
  • Communications
    • Generate mass mailings and emailing to families, other POIC staff, and community for various events and communications.
    • Create calendar of upcoming events
    • Point person to receive responses and RSVP's to invitations, trainings and various events.
  • Data Entry
    • Creating, maintaining and updating the database for program expenditures, invoices, receipts, and client management.
    • Generate routine reports from different databases.
    • Manage on-going updates of client documents for files.
  •  File Management
    • Assist with managing files of families and clients. Audit documentation for signatures and completion before filing.
    • Accurately file confidential documents for all programs and clients.
    • Develop and implement systems to support CHI staff with compliance of documentation.
    • Adhere to documentation requirements as indicated in CHI Program policies, including but not limited to accurate data entry into DCJ Data base, case files, service plans, weekly/monthly reports, and case notes.
    • Assist with managing systems related to audits and compliance.
  • Team Player
    • Respond to all crises and risk incidents within the required time frames per Portland OIC policies.
    • Participate in regular supervision check-ins, department staff meetings, community partner meetings and all staff trainings.
    • Other duties as assigned.

Qualifications

  • A passion for POIC + RAHS mission and serving at-risk young adults and their families.
  • Ability to establish and maintain effective working relationships with youth and families of color.
  • Diversity, inclusion and equity are fundamental values of POIC + RAHS.
  • Excellent problem-solving skills, highly organized, and can work well under high stress.
  • Valid driver's license, reliable transportation and automobile insurance meeting minimum requirements as defined by the agency.
  • Successful completion of initial and on-going employment screens, including, but not limited to criminal background, sex offender, drug, abuse and neglect and vehicle record as required.

Education/Experience

  • Certificate or Associate's Degree Required
  • At least 3 years office work experience
  • Experience working with communities of color, in particular African American youth and their families.
  • Excellent computer and word processing skills and willingness to advance computer skills.
  • Intermediate skills with Microsoft Office (Word, Excel, Outlook, Publisher).
  • Experience with crisis intervention, community networking and resource development.

How to Apply

  • Email a cover letter, resume, and three professional references to: jobs@portlandoic.org
  • Reference "CHI Office Administrator" in the subject line of your email and in your cover letter.

POIC is an equal opportunity employer and will not discriminate against any employee or applicant on the basis of age, color, disability, gender, national origin, race, religion, sexual orientation, veteran status, or any classification protected by federal, state, or local law.