Administrative Assistant II

FSLA Classification: Non-Exempt
FTE: 1.0

Purpose of Position: 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.

Reports to: This position reports directly to the Director of Human Resources and to the Director of Transitions Programs

Supervisory Responsibilities: No direct supervisory responsibilities. This position does not supervise any other employees.

Primary Objective / General Job Description: The Human Resources/Behavioral Health Assistant duties involve a wide range of support activities inside our HR and Behavioral Health departments, from coordinating meetings and Medicaid billing to maintaining our employee files/database to posting job ads. An important part of the role will be to act as the liaison between HR and employees, ensuring smooth communication and prompt resolution of requests and questions. Also, the role helps in creating process and procedure documents.

Job Responsibilities / Duties:
Responsible for supporting the HR function by providing coordination and assistance
• Assist with day to day operations of the HR functions and duties.
• Provide clerical and administrative support to the Human Resources Director.
• Compile and update employee records (hard and soft copies).
• Process documentation and prepare reports relating to personnel activities (staffing,
recruitment, training, grievances, performance evaluations etc.).
• Coordinate HR projects (meetings, training, surveys etc.).
• Deal with employee requests regarding human resources issues, policies, rules, and
• Assist in payroll preparation by tracking and providing relevant data (absences, bonus,
leaves, etc.).

Administrative Assistant/Dual Department Support
Responsible for supporting the Behavioral Health function by providing coordination and
• Enrolls program participants into the Oregon Health Plan.
• Assists program participants with new client paperwork.
• Provides administrative support to the department to include client scheduling, records requests and referrals.
• Serves as the administrative Super-User for the Behavioral Health electronic health records system (Simple Practice).
• Provides insurance billing support to two therapists and a part-time psychiatrist.

Manage the client correspondence process
• Correspond with potential and future clients through the formal Sponsors client letter process.
• Keep the client letter process up-to-date on a weekly basis.
• Ensure that client letters and other correspondence are filed accurately on a weekly basis.

Other Duties as Assigned
• Provide backup for other Administration staff during vacation, illness or other times as needed.
• Conduct other assignments, errands, duties, missions, or tasks as assigned by the Directors of Human Resources and Transitions Programs.

Requirements and skills
• Proven experience as an HR Assistant, Billing Specialist or relevant human resources/administrative position.
• Computer and typing skills (MS Office, in particular).
• Hands-on experience with an HRIS or HRMS is preferred.
• Familiarity with Applicant Tracking Systems software and resume databases.
• Basic knowledge of labor laws.
• Excellent organizational skills.
• Strong communications skills.
• Excellent interpersonal, negotiation, and conflict resolution skills.
• Strong analytical and problem-solving skills.
• Proven ability to effectively organize and prioritize a wide variety of time-sensitive tasks.
• Background in Human Resources or related field.
• Ability to consistently act with integrity, professionalism, and confidentiality.
• Proven ability to foster teamwork, promote process improvement and build relationships.
• Ability to work effectively with a wide range of people to achieve individual and organizational objectives.

Administrative Assistant/Dual Department Support
Assistant qualifications:
HR Assistant skills we’re looking for include excellent organization ability, familiarity with HR software and strong communication skills. To be an ideal candidate for the human resources assistant duties of the position, applicants holding an HR-related degree or certifications are preferred. The Assistant should be able to work autonomously and remain calm under pressure.

Following our training sessions, the Assistant will able to support HR Management in the whole employment lifecycle (e.g. onboarding new hires and recruiting ad placement to termination
processing). Ultimately, this role supports our HR department to ensure it is organized and operates smoothly to attract, hire and retain our employees.

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. This job description is subject to change at any time.

Expectations for All Employees:
All employees of Sponsors are expected to exercise leadership and function as models of behavior for Sponsors’ clients and in representing Sponsors in the community. It is the responsibility of each employee to follow the policies of Sponsors, to be enthusiastic and willing to do the best work possible at all times, and to work in harmony with fellow employees to ensure a pleasurable work environment.

To Apply: Please send a resume and a cover letter describing how you meet the qualifications for this position to [email protected]

Review of applications will begin on September 15, 2022
and will continue until the position is filled.

Sponsors is an equal opportunity employer committed to an inclusive, equitable, and multicultural work environment. We are stronger and more effective because of the diverse life experiences of our staff. People encouraged to apply include Black, Indigenous, Latinx, and other people of color; people who are LGBTQ, gender non-binary; people with disabilities, and people with conviction histories.