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Administrative Assistant I

FSLA Classification: Non-Exempt
FTE: 1.0

Organizational Purpose: Support the mission of Sponsors assisting individuals from Lane County, released from Oregon state correctional facilities and the Lane County Jail in making a successful re-entry into our community. Sponsors is nationally recognized as a model utilizing best practices in re-entry services.

Purpose of Position: The Administrative Assistant I is primarily responsible for administrative, public and participant support at Sponsors’ front reception desk.  This position assists other program staff within the agency with administrative duties.

Reports to: This position reports directly to the Director of Finance and Administration

Supervisory Responsibilities: None

Responsibilities:

Manage Front Reception
• Greet the public, answer their questions, and/or refer them to the appropriate staff member for assistance.
• Answer multiple phone lines, route phone calls to the appropriate staff, and take messages as needed.
• Acting as the “face of Sponsors”, maintain a professional and friendly demeanor with all participants and guests.
• Maintain a list of community resources to be available to provide referral services for participants or the public.
• Be respectful to staff, participants, community partners and other 3rd parties that work with Sponsors.
• Assist non-participants with their questions and administrative needs, providing referrals to staff as a warm hand-off.

Administrative Duties
• Organize and distribute incoming and outgoing mail.
• Receive and document all donations (cash, check, in-kind, etc.) delivered to the administrative office. Provide a donation receipt to the donor if needed.
• Compile, organize, and distribute the office supply order for Sponsors.
• Type and process Word and Excel documents as needed for establishing procedures, producing mailing labels and reports, Sponsors communication, and signs as needed.
• Manage and schedule the Sponsors conference rooms and calendar to eliminate scheduling conflicts.
• Provide technical support as needed to other staff in the areas of
• computers, copiers, phones, etc.
• Provide backup for other Administration staff during vacation, illness or other times as needed.

Manage the Participant Intake Process
• Accurately and completely fill out the participant intake paperwork for each participant entering Sponsors.
• Conduct income certifications for all participants entering Sponsors to ensure participants meet our low-income requirements.
• Ensure new participants are photographed. Enter photograph onto the Sponsors network for use by other staff.
• Provide participants with the Sponsors Participant Agreement and one-page key provisions sheet to help ensure new participants understand the basic rules and expectations.

Manage Participant Accounts
• Maintain the Participant Tracker Excel workpaper, which is a transactional record of all participants coming through Sponsors.
• Assist participants in paying their rent and food bills. Accurately accounting for these transactions in QuickBooks.
• Update all participant information in participants’ Excel Worksheet each time a transaction is done.
• Offer receipts to participants when conducting transactions.
• Manage key card access for participants, as well as, investigate key card inquiries from staff.

Other Duties as Assigned
Conduct other assignments, errands, duties, missions, or tasks as assigned by the Director of Finance and Administration and the Executive Director.

Skills and Knowledge: 
• Excellent verbal and written communication skills
• Excellent interpersonal, negotiation, and conflict resolution skills
• Excellent customer service skills
• Strong analytical and problem-solving skills
•Ability to effectively organize and prioritize a wide variety of time-sensitive tasks, and to delegate them when appropriate
• Ability to act with integrity, professionalism, and confidentiality
• Ability to foster teamwork, promote process improvement and build relationships 
• Proficient with Microsoft Office Suite or related software
• Ability to work effectively with a wide range of people to achieve individual and organizational objectives 
• Strong public speaking skills to support educational outreach to other agencies and property managers in Lane County
• Flexibility in adapting to program changes and to the individual needs of participants
• Committed to the mission and values of Sponsors and reentry services 
• Familiarity with Fair Housing and Housing First Principles, and basic landlord-tenant law (not required but a plus)
• Knowledgeable of the local rental market, including affordable and supportive housing (not required but a plus)

Education and Experience: 
• Higher education degree in related field preferred.
• 1+ year of experience providing direct client services in social service setting 

Work Environment: 
This position typically works in an office environment and uses a computer, telephone and other office equipment as needed to perform duties. May encounter frequent interruptions throughout the work day.

Physical Demands:  
Walking upstairs, sitting or standing at a desk for prolonged periods of time. Noise level in the work environment is typical of that of an office environment.

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. 

This description reflects management’s assignment of essential functions, it does not proscribe or restrict the tasks that may be assigned. 

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.