Ladies Union Benevolent Association

Position Description

Title: Administrative Assistant for the Noyes Home/Meadowview Resident Living

Immediate Supervisor: Executive Director

FLSA Position Classification: Non-exempt

Educational Requirements:

This position requires a graduation or certification of graduation equivalency from an accredited high school or adult learning institute. Preference is give to those who have completed training and/or certification in administrative skills or possess two or more years of experience as an administrative assistant.

License Requirements:

  • The applicant must possess a valid driver’s license by an state in the US.

Class E Drivers License (RECOMMENDED)

Experience Requirements:

The applicant must be proficient in MS Word, MS Excel, MS Outlook, and other basic office software and possess general office managements knowledge and skills.

Present with a high degree of professionalism when personally greeting the public and with phone etiquette.

Possess ability to operate a multi-line telephone system with intercom.

Possess moderate to extensive knowledge of common bookkeeping practices including accounts payable, accounts receivable, and billing.

Present with a high degree of initiative with the ability to work within a team or autonomously.

Possess good verbal and written communication skills.

Possess ability to manage multiple projects at once with attention to detail.

Possess ability to work effectively with and around staff, children, and volunteers.

Possess ability to secure and maintain confidential information.

General Requirements:

  1. The applicant must be at least 21 years of age.
  2. The applicant must be free from felony conviction or misdemeanor involving moral turpitude and must not receive a conviction of such while an active employee.
  3. The applicant must not have been named as the perpetrator in any substantiated abuse or neglect complaint.
  4. The applicant must be free from the use of controlled substances and demonstrate such by submitting to a pre-hire drug screen and periodic random drug screens while employed.
  5. The applicant must be able to speak, write, and read English to the extent necessary to perform the essential functions of the position.;
  6. The applicant must be employable in the U.S. and provide verification of identify prior to hire.

Essential Functions of the Position:

The person who occupies the position of Administrative Assistant must possess the appropriate knowledge, skills, and abilities to perform the following essential functions of this position.

  1. Maintains the operational and financial records of both facilities.
  2. Assists the Executive Director and other Leadership with correspondence and other administrative office tasks as needed.
  3. Acts as the central receptionist during regular office hours at Noyes Homes by answering the telephone, directing calls and messages, and personally greeting visitors.
  4. Greets and monitors visitors to ensure that they are met by appropriate staff.
  5. Places orders for supplies and stocks items for program and office operations at Noyes Home, with the approval of the Executive Director.
  6. Assists the Executive Director, Leadership, and Board with any and all preparations for monthly board and/or committee meetings.
  7. Assists walk-in donors with proper completion of financial and/or in-kind donation documentation.
  8. Assists Executive Director and Leadership in maintaining an environment that is conducive to receiving donations, quality staff, and volunteers.
  9. Generates donation deposits for Noyes Home and ensures all other received revenues are documented and turned in to the accountant for deposit in a timely manner for both facilities.
  10. Oversees Noyes Home petty cash account per LUBA policy and procedures.
  11. Is responsible for account receivables by preparing invoices for billing the Department of Social Services or its’ contracted agencies within the provisions of the applicable contract for services.
  12. Completes check requests for submission to accountant.
  13. Prepares signed checks and outgoing invoices for mailing.
  14. Prepares rent invoices for Meadowview Residential Care residents. Receives and documents rent payments. Provides rent payments to Accountant for deposit in a timely manner.
  15. Is responsible for filing and archiving financial records and other pertinent information for both facilities.
  16. Assists Executive Director and Leadership with identifying potentially wasteful or ineffective practices in program operations of both facilities.
  17. Conducts Family Care Safety Registry background checks on all new hire applicants and volunteers. Completes FCSR background checks annually on all current staff and volunteers.
  18. Meets with new employees during Orientation Process to complete all mandatory paperwork, (i.e., I-9, wage and withholding forms, insurance applications, etc.)
  19. Ensures that all paperwork is readily available in front office for new hires, volunteers, and host families.
  20. Records all non-exempt employee work time (per timecards) into the payroll system and submits to accountant for payroll processing.
  21. Provides Executive Director and Leadership monthly reports regarding overtime and other personnel issues as requested.
  22. Receives payroll and other checks from Accountant twice per month and coordinates with the Executive Director and appropriate Board members to obtain signatures in a timely manner.
  23. Prepares pay checks for employee distribution per Pay Period Schedule.
  24. Maintains confidential files of employees, board members, and volunteers in accordance with existing policy.
  25. Acts as the point of contact for work related injury reports and maintains worker’s compensation/work injury files in accordance with existing policy.
  26. Other duties as assigned or approved by the Executive Director.

Physical Requirement/Working Conditions for Position

The person who occupies the position ofAdministrative Assistant must be able to, with reasonable accommodation, perform the essential functions of this position. During the performance of the essential functions of this position, the person will encounter the following conditions associated with the normal duties of this position.

Administrative tasks requiring the use of the following equipment:

  • Telephone
  • Computer
  • Adding machine, calculator
  • Copier/Scanner
  • Facsimile machine
  • Paper shredder
  • Automobile, essential for performance of duties

General working conditions:

  • Indoor office conditions, generally
  • Seated office work
  • Stand, bend, stoop, kneel, and crouch.
  • Frequent lifting and/or moving of materials and/or supplies
  • Use of stairs

Not all possible working conditions associated with this position are listed here. The person performing the duties associated with the Administrative Assistantmay, on occasion, encounter other working conditions that are not specifically listed here.

Work Schedule for the Position:

The individual selected to serve in the position of Administrative Assistant may be assigned a normal shift cycle that generally coincides with traditional office hours. However, this individual is expected to be flexible with their break and lunch times so that coordination of coverage for the front office with other staff can occur. Due to the unique nature of this facility, this individual may be required to work hours that are outside of their normally designated hours including early mornings, evenings, and/or weekends for special events.

Acknowledgement

I acknowledge receipt of this description. I understand that the specific duties association with my position may be modified to meet the changing needs of the program. The Execution Director will notify me if there are changes in the tasks associates with my position.

I understanding that this position description in no way constitutes a contract for employment and my employment remains at will. My employment may be terminated any time by either myself or the Ladies Union Benevolent Association with or without cause.

Employee SignatureDate

Executive Director SignatureDate

REVISED 7/01/2014