MID-WILLAMETTE VALLEY HOMELESS ALLIANCE
Administrative and Communications Specialist
MID-WILLAMETTE VALLEY HOMELESS ALLIANCE, Salem, Oregon, us, 97308
DESCRIPTION:
Provide comprehensive administrative, organizational, and communication support to the Executive Director and organization.
ESSENTIAL FUNCTIONS/DUTIES & RESPONSIBILITIES:
The duties listed are intended only as illustrative examples of the various types of work that may be performed by individuals in this classification. Any of the following duties may be performed. These examples are not necessarily performed by all incumbents and do not include all specific essential functions and responsibilities the incumbent may be expected to perform.
Schedule appointments, meetings, and locations. Maintain office schedules, calendars, and related organizational processes. Coordinate meetings and calendars for Executive Director. Resolve conflicting demands.
Use word processing software to type complex detailed documents including letters, newsletters, memos, minutes, and other material from general instructions. Proofread and edit documents, presentation materials, brochures, and other materials for grammar, clarity, punctuation, and spelling. Examine documents for completeness and accuracy. Correct errors as necessary.
Create well-structured Excel templates to track specific organizational requirements (project timelines, organizational requirements, program performance, etc.). Regularly update and maintain these spreadsheets.
Transcribe, compose, type, and edit a variety of correspondence, reports, memos, and other material. Prepare and post public meeting notices and meeting minutes in accordance with Public Meeting Law. Coordinate materials for distribution and for website posting.
Attend board, Executive Committee, and Budget Committee meetings; record proceedings; assemble public records; draft minutes that are submitted for board/committee approval; assure distribution of signed resolutions, minutes, and other documents approved by the boards.
Ensure arrangements are made for all board, Executive Committee, and Budget Committee meetings. Schedule and make necessary legal notification of all special meetings, executive sessions, and public hearings.
Respond to public records requests in compliance with Oregon Public Records Law and provide public records to citizens, civic organizations, news media, and other public agencies.
Serve as Oregon Notary Public.
Prioritize and delegate work, analyze situations, and make recommendations to the Executive Director.
Track, manage, and maintain records of all contracts and grants.
Develop, implement, and maintain a comprehensive digital file structure system for efficient organization and retrieval of electronic documents.
Create and maintain manual filing systems.
Serve as backup to the Executive Director for access and management of grant, reporting, and financial drawdown portals. This includes maintaining up-to-date knowledge of portal requirements, deadlines, and procedures, and ensuring timely and accurate data entry and reporting.
Craft, manage, execute, and distribute all external-facing communication, including email newsletters, social media, website content, and toolkits.
Manage and maintain the organization's website, including content creation, updates, and design.
Present information to various groups and communicate effectively in a professional manner.
Draft media and event materials, including press releases, FAQs, and talking points.
Work collaboratively in a team environment with a spirit of cooperation.
Aid other staff as workload and staffing levels dictate.
Coordinate and perform other projects, functions, and tasks, as assigned.
SPECIAL REQUIREMENTS:
Must pass a criminal history background investigation; however, a conviction of a crime may not necessarily disqualify an individual from this classification. Ability to work in remote and in-person work environments and the ability to travel to alternate work locations.
WORK ENVIRONMENT/ WORKING CONDITIONS/ PHYSICAL DEMANDS:
The work environment and working conditions described here are representative of those that are typical of the job and must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
This job is typically performed in an office environment under usual office working conditions. The noise level in the work area is typical of most office environments, with some telephone, personal interruptions, and background noises. In the performance of job duties, the employee is frequently required to sit; talk or hear; walk; use hands to finger, handle or feel objects, tools, or controls; and reach with hands and arms.
BENEFITS:
100% employer-paid medical, dental, and vision insurance premium.
Up to 3% employer-paid match for retirement contributions.
Flexible work schedule with options for partially remote work in accordance with Alliance policy and at manager’s discretion.
Reimbursement for up to $30/month for gym or wellness memberships in accordance with Alliance policy.
LEAVE:
7 days of paid bereavement leave for the loss of a family member in accordance with Alliance policy.
All federal holidays are designated as paid days off.
80 hours of paid time off per year.
5 days of designated sick leave per year.
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Provide comprehensive administrative, organizational, and communication support to the Executive Director and organization.
ESSENTIAL FUNCTIONS/DUTIES & RESPONSIBILITIES:
The duties listed are intended only as illustrative examples of the various types of work that may be performed by individuals in this classification. Any of the following duties may be performed. These examples are not necessarily performed by all incumbents and do not include all specific essential functions and responsibilities the incumbent may be expected to perform.
Schedule appointments, meetings, and locations. Maintain office schedules, calendars, and related organizational processes. Coordinate meetings and calendars for Executive Director. Resolve conflicting demands.
Use word processing software to type complex detailed documents including letters, newsletters, memos, minutes, and other material from general instructions. Proofread and edit documents, presentation materials, brochures, and other materials for grammar, clarity, punctuation, and spelling. Examine documents for completeness and accuracy. Correct errors as necessary.
Create well-structured Excel templates to track specific organizational requirements (project timelines, organizational requirements, program performance, etc.). Regularly update and maintain these spreadsheets.
Transcribe, compose, type, and edit a variety of correspondence, reports, memos, and other material. Prepare and post public meeting notices and meeting minutes in accordance with Public Meeting Law. Coordinate materials for distribution and for website posting.
Attend board, Executive Committee, and Budget Committee meetings; record proceedings; assemble public records; draft minutes that are submitted for board/committee approval; assure distribution of signed resolutions, minutes, and other documents approved by the boards.
Ensure arrangements are made for all board, Executive Committee, and Budget Committee meetings. Schedule and make necessary legal notification of all special meetings, executive sessions, and public hearings.
Respond to public records requests in compliance with Oregon Public Records Law and provide public records to citizens, civic organizations, news media, and other public agencies.
Serve as Oregon Notary Public.
Prioritize and delegate work, analyze situations, and make recommendations to the Executive Director.
Track, manage, and maintain records of all contracts and grants.
Develop, implement, and maintain a comprehensive digital file structure system for efficient organization and retrieval of electronic documents.
Create and maintain manual filing systems.
Serve as backup to the Executive Director for access and management of grant, reporting, and financial drawdown portals. This includes maintaining up-to-date knowledge of portal requirements, deadlines, and procedures, and ensuring timely and accurate data entry and reporting.
Craft, manage, execute, and distribute all external-facing communication, including email newsletters, social media, website content, and toolkits.
Manage and maintain the organization's website, including content creation, updates, and design.
Present information to various groups and communicate effectively in a professional manner.
Draft media and event materials, including press releases, FAQs, and talking points.
Work collaboratively in a team environment with a spirit of cooperation.
Aid other staff as workload and staffing levels dictate.
Coordinate and perform other projects, functions, and tasks, as assigned.
SPECIAL REQUIREMENTS:
Must pass a criminal history background investigation; however, a conviction of a crime may not necessarily disqualify an individual from this classification. Ability to work in remote and in-person work environments and the ability to travel to alternate work locations.
WORK ENVIRONMENT/ WORKING CONDITIONS/ PHYSICAL DEMANDS:
The work environment and working conditions described here are representative of those that are typical of the job and must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
This job is typically performed in an office environment under usual office working conditions. The noise level in the work area is typical of most office environments, with some telephone, personal interruptions, and background noises. In the performance of job duties, the employee is frequently required to sit; talk or hear; walk; use hands to finger, handle or feel objects, tools, or controls; and reach with hands and arms.
BENEFITS:
100% employer-paid medical, dental, and vision insurance premium.
Up to 3% employer-paid match for retirement contributions.
Flexible work schedule with options for partially remote work in accordance with Alliance policy and at manager’s discretion.
Reimbursement for up to $30/month for gym or wellness memberships in accordance with Alliance policy.
LEAVE:
7 days of paid bereavement leave for the loss of a family member in accordance with Alliance policy.
All federal holidays are designated as paid days off.
80 hours of paid time off per year.
5 days of designated sick leave per year.
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