Hybrid LPE Administrative Assistant at Latino Network

Description

TITLE:                        Administrative Assistant 

REPORTS TO:           Facilities Manager 

CLASSIFICATION:    Full Time, 1.0 FTE, Non-Exempt

LOCATION:               On-site at Latino Network’s La Plaza Esperanza - 16515 SE Oak St., Portland, OR, 97233

                                    Schedule: Monday through Friday 8:30 am -4:30 pm

COMPENSATION:   $20-$23 per hour, depending on experience (DOE)

ORGANIZATION BACKGROUND

Latino Network’s mission is to provide transformative opportunities, services, and advocacy for the education, leadership, and civic engagement of our youth, families, and communities. Our work springs from the core belief in Latino community self-determination that is, the ability of community members to participate meaningfully in the decisions that affect their lives and the lives of their families. We actively partner across a variety of city, county, state, and community organizations to deliver training and support, a wide range of services, as well as influence policy.

BENEFITS & PERKS

Latino Network provides a generous benefits package that includes:

• Health Plans including Medical, Dental, Vision, and Alternative Care
• FSA - Flexible Spending Account for Medical & Dependent Care expenses
• 401k Plan with Match 
• Employee Assistance Program
• Employer sponsored Life, AD&D, and Long-Term Disability Insurance
• Paid Leave (Vacation, Sick, Sabbatical)
• Self - Care perks
• Team and family events

CANDIDATE PROFILE

Latino Network seeks a bilingual, mission-driven professional with bicultural proficiency and a customer service approach to provide building operations and administrative support. This is a roll-up-your-sleeves position with the capacity to support our work and mission to positively transform the lives of Latino youth and their families. If you are caring, resourceful, people and outcomes-oriented then Latino Network is the place for you. The ideal candidate for this role will have customer service and/or administrative operations support experience and find purpose in supporting an organization’s community centered day to day operations.

POSITION DESCRIPTION

The LPE Administrative Assistant will provide reception and general operational administrative support to ensure smooth and efficient day-to-day functions. This role carries out varied and complex clerical, technical and routine duties. This is a highly visible role that serves as a first point contact greeting and guiding visitors and new and existing personnel in the building by performing the following duties.

Onsite Meeting Support:

• Assists with in-person coordination and logistical planning of All Staff meetings and events, Admin Operations team meetings, and the Agency’s annual Inservice, as needed.
• Assists with onsite meeting AV support in each of our meeting spaces, and continuous support throughout meeting/event time frame 
• Supports the building’s calendars for reservable spaces including multipurpose rooms, and assists with showing staff how to schedule  meetings and appointments as needed.
• Supports physically rearranging furniture in meeting rooms and spaces, including but not limited to, tables, chairs, dividing wall, and ensuring that it goes in reset position. 

Operational Ongoing Tasks: 

• Assists Agency Operations with orders such as office supplies, staff badges, and access cards as needed.
• Supports communication with building vendors (i.e. janitorial, landscaping, maintenance) as needed in collaboration and consultation with Supervisor and Director as needed.
• Conducts and assists with projects independently as assigned, prioritizing tasks to meet deadlines while maintaining accuracy and high attention to detail.
• Cross train and provide coverage to other Admin/Operations roles as needed
• Assists with filing maintenance and projects as assigned.
• Assists with editing, updating and translating staff communications as needed: English to Spanish.
• Coordinating and communicating closure of any meeting spaces/rooms that are out of order  

Reception related duties: 

• Answers main line incoming calls, assists with routing voicemail and general agency emails to the relevant parties.
• Leads front of building reception support at La Plaza Esperanza by greeting and welcoming staff, program participants, visitors and ensuring sign in and out procedures are being followed. 
• Triage, connect, and redirect program participants to the Latino Network staff and Preschool families to the Preschool office and staff as needed.
• Maintains general up-keep including lobby and common spaces (reception area, multipurpose rooms, lounge, breakroom, office area, open desk stations and multipurpose rooms) sanitizing, organizing, plant watering and stocking supplies as needed.
• Provides general program, services, and referral information to community members, staff, and visitors.
• Processes and distributes daily postal mail (incoming and outgoing), including scanning and emailing to remote staff and notifying staff to pick up as needed.
• Assists with packaging access badges as needed, mailing, receiving, and distributing packages.
• Follows all building Safety protocols, and participates and supports the safety committee, the Facilities Manager, and the Preschool team with drills and questions as they arise.
• Occasional travel to pick up meeting materials, supplies, or documents, or to other Latino Network offices as needed. 
• Assists in the maintenance of office equipment, including repairs and ordering supplies.
• Standard clerical duties: Data entry, Typing, Filing, Scanning, and faxing.

Requirements

REQUIREMENTS:

• Proficient Bilingual (Spanish and English) writing and speaking communication skills required including, phone and email correspondence and the ability to communicate effectively and remain calm and courteous under pressure.
• One-year related admin assistant operations/customer support experience and/or training; or equivalent combination of education and/or experience. Combination of education and training in relation to past experience with administrative customer service and building/office reception support from inside and outside of the United States are considered equally. Transferable skills and lived experience will be considered.
• Ability to greet guests in a professional, friendly, hospitable manner.
• Ability to perform job duties proficiently while upholding confidentiality at all times.
• Communicates effectively at all levels. 
• Must be able to drive to and from work locations, including travel to pick up materials as needed, and to and from other Latino Network locations.
• Must be proficient in google suite as an email and calendar platform, Excel, Word and PowerPoint.
• Excellent clerical and organization skills.
• Outstanding interpersonal team, and customer service skills.
• Must be customer service driven and have the capacity to correspond and work respectfully with other members of the agency and community members, including those from diverse cultures or backgrounds or those who speak limited or no English.
• Professional demeanor, tact, poise and ability to respond to community member inquiries with a trauma informed lense/approach.
• Ability to work well with all levels of internal management and staff, as well as with external community members and partners.
• Flexible; can change focus and priorities easily; able to shift priorities as needed in a fast paced, deadline-driven environment.
• Ability to handle confidential material in a professional manner.
• Accuracy, thoroughness, and exceptional follow-through and attention to detail.
• Experience using a multi-line phone system is preferred.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties of this job. The work environment characteristics described here are representative of those an employee encounters while performing the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

The employee must regularly lift and /or move up to 25 pounds, frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 50 pounds particularly during events happening at La Plaza Esperanza. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms; climb or balance; talk or hear and taste or smell. The employee is frequently required to stand; walk; sit and stoop, kneel, crouch, or crawl and spend the majority of time in an office environment

WORK ENVIRONMENT

While performing the duties of this job, the employee is occasionally exposed to wet or humid conditions (non-weather); outdoor weather conditions; extreme cold (non-weather) and extreme heat (non-weather). This position requires frequent computer use. Specific vision abilities required by this job include close vision, color vision, distance vision, depth perception, and ability to adjust focus. The noise level in the work environment is usually moderate. 

TO APPLY

If you, or anyone you know, are interested in joining us in supporting our mission to positively transform the lives of Latino Youth families and communities, please submit your application, resume, and cover letter at:  Careers 

Successful completion of initial and ongoing employment screens, including but not limited to criminal background and vehicle record as required. Latino Network is an equal opportunity employer. We value and support diversity and inclusion to create a culture of dignity and respect.