Administrative Assistant, Good Neighbor Center

Portland, OR

Job Title:  Administrative Assistant

  • Part-time, Non-exempt, Hourly

Reports to:  Executive Director

Salary Range:  $23.00 - $30.00 per hour

Work Location:  Office in Homeless Shelter, Beaverton, OR; some remote options available


The Good Neighbor Center serves families experiencing housing insecurity with empathy and equity.  The GNC team provides a safe environment and needed resources while assisting in finding permanent housing and stability. GNC serves nine families at a time, with an average house of 30 people or more.


The Position

The Administrative Assistant will provide high-level administrative support by preparing reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. 

The Administrative Assistant will assist the Executive Director with documenting financial donations; assist with bank deposits, processing mail and support the overall operations of the facility. The position is located in a homeless shelter and will also assist with Grant Reconciliation, Board meeting preparation, taking minutes at board meetings, and managing the Exec. Director’s and Shelter’s calendar. 


Primary Duties and Responsibilities:

Operations:

  • Collaborate on creating and updating Work Plans for every department at GNC

  • Assists with database data entry, updating and correcting records, preparing donation receipts and thank you notes, and creating reports;

  • Maintain and monitor office supply needs to ensure a cost-effective oversight and supply are available for the GNC staff; gather needs list from staff and place orders that maximize cost and time savings

  • Create and track purchase orders, check requests, and assist leadership staff with compiling documentation for reimbursement requests to funders.

  • Reconciles cash box & gift cards weekly. Assists with inventory and other finance related reports as needed.

  • Collect, scan and process mail. Scan and upload accounts payable invoices to bookkeeper weekly.

  • Be the main point of contact for bookkeeping and payroll service. Pick up checks and meet with board members to sign and process checks


Executive Director Support:

  • Assist ED in compiling Monthly ED Report;

  •  Assists Executive Director with production and mailing of seasonal appeal letters;

  • Assists Executive Director with preparation of grant proposals and reports;

  • Handles all administrative details associated with Board of Directors and Board Committee meetings, including agendas, minutes, Director’s Reports and attachments;

  • Assist the Executive Director with preparing the quarterly “GNC Financial Controls” packet for review by the Finance Committee;

  • Provide other administrative support as necessary, including managing the Executive Director’s calendar, scheduling group meetings, doing research, and creating reports.


Secondary Duties and Responsibilities:

  • Support and assist the Executive Director in HR-related duties such as on-boarding new staff

  • Assist the Executive Director with proper onboarding of new Board members and new staff members to ensure they receive important information, historical knowledge and introductions in order to better understand the GNC culture, operations, mission and values;

  • Assist Executive Director with filing physical and electronic documents, and maintaining security of 

  • Provide support to senior Shelter staff as needed

  • Run errands such as picking up mail from the PO box and checks from the bookkeeper.


Qualifications (Required):

  • A high school diploma and 3 + years administrative assistant experience;

  • Strong computer/internet skills and proficiency with Microsoft Office products and basic Project Management skills

  • Intermediate Word and Excel skills

  • Demonstrated ability to articulate and follow a Standard Operating Procedure

  • Detail-oriented, highly organized and able to pivot to new tasks quickly with the ability to work independently on a project or in a team environment

  •  General understanding of bookkeeping and familiarity with the internal control for segregation of duties of financial records.

  • Excellent verbal and written communication skills;

  • Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology;

  • Ability to collaborate with coworkers to coordinate work activities, fostering effective professional relationships.

  • Able to think creatively and demonstrate care for others

  • Ability to support and assist with keeping the GNC a drug free workplace.


Qualifications (Preferred):

  • Experience with database management and fundraising software packages.

  • Experience with financial records, controls and general bookkeeping.

  • Spanish-English bilingual


Note: A condition of employment includes that you must pass a pre-employment drug test and criminal background check as well as have a valid driver’s license and car insurance.


EQUAL OPPORTUNITY EMPLOYMENT

Good Neighbor Center is committed to a policy of equal employment opportunity and treats all employees and applicants equally without regard to age, ancestry, citizenship, color, creed, disability, familial status, gender identity, genetic information, marital status, national origin, parental status, political ideology, pregnancy, race, religion, sex, sexual orientation, veteran or military status, use of section 8 certificate, use of service animal, and all other groups protected by law, and promotes diversity in its workforce.


COVID-19 Considerations:

All clients and staff at the shelter must wear a mask. All donors, visitors and vendors must wear masks as well. We perform regular temperature checks of staff and residents. Due to the high risk of COVID transmission at homeless shelters, vaccination status of all residents, staff and volunteers is required to be disclosed at time of application.