A healthy community begins at home. REACH provides quality affordable housing and opportunities for individuals, families, and communities to thrive.

Transcription

1 A healthy community begins at home. REACH provides quality affordable housing and opportunities for individuals, families, and communities to thrive. Job Description Title: Office Assistant/Courier Dept: Fiscal & Administration Exempt/Nonexempt: Nonexempt Reports to: HR Specialist/Administrative Svcs Mgr. Salary Range: $11-15/Hr. Effective : March 2015 FTE: 1.0 REACH honors and encourages diversity. We value employees who contribute to our organization, which embraces a variety of thinking and perspectives. This organization believes that each employee makes a significant contribution to our success. That contribution should not be limited by the assigned responsibilities. Therefore, this job description is designed to outline primary duties, qualifications and job scope, but not limit the employee nor the organization to just the work identified. It is our expectation that each employee will offer his/her services wherever and whenever necessary to ensure the success of our endeavors. General Position Summary: Primarily responsible for maintaining office operations flow by receiving and distributing mail and packages as well as intra-office communications, maintain supplies and equipment, reception duties as scheduled. Regular daily courier service via personal vehicle throughout Portland Metro area and Vancouver. Responsible for afternoon kitchen clean up. Provide clerical and administrative support to staff as determined by Supervisor. Essential Functions/Major Responsibilities: Reception Answer incoming telephone calls, determine purpose of calls and route calls to appropriate staff or voic as necessary; respond to inquiries and requests; retrieve messages from voic and forward to appropriate staff. Maintain clean and orderly reception area and front conference room. Answer questions about the organization; provide callers with addresses, directions and other requested information. Make referrals to the General Housing hotline or website. Provide contact information for callers requesting detailed information regarding a property. Answer general questions about REACH housing and application materials.

2 Greet on site visitors and route to appropriate staff member. Provide support to property management and resident services staff by routing resident issues and concerns to appropriate staff and providing housing information to potential residents. Administrative Support: Microsoft office programs support and assistance. Assist staff with mailings, data entry, correspondence, reports, and other clerical tasks. Maintain postage meter with supplies and postage. Meter daily mail in time for schedule pick up in the morning. Deliver and pick up daily mail (afternoon when in office, pick up mail delivery from Gray s Landing by 2:30PM. Assist with coordination of reservation, check out and return of IT related resources. Maintain EIO Board as requested by staff. Update employee database and relevant Front Desk materials. Perform other related duties as assigned. Office Assistant: Perform afternoon kitchen duty. Monitor office supply inventory and compile supply order for Office Administrator. Responsible for checking supply stock, stocking items, delivering supplies and packages to work stations. Maintain organization and cleanliness of supply closets and all areas where supplies are received and stored in the each wing of the Headquarters building. Perform other related duties as assigned. Courier: Provide inter-office courier service by picking up and delivering items using personal vehicle. Pick up bank deposits, accurately log deposits as per policy. Make deliveries of deposits to the appropriate bank as required. Deliver supplies and mail to remote site locations as established by the regular courier schedule. Job Scope: Operates from established and well-known procedures and practices. Decisions are made within established organization guidelines. Performs duties independently with supervision. Position involves a moderate degree of complexity in dealing with recurring work situations with occasional variations from the norm. Work is reviewed by supervisor. Supervisory Responsibility: Position is not supervisory in nature.

3 Interpersonal Contacts: Contacts are normally made with others both inside and outside the organization. External contacts occur with general public, residents and others involved with the organization, vendors and outside providers of goods and services. Internal contacts occur with all levels and areas of the organization. Contacts are usually made on own initiative and may contain confidential or sensitive information requiring the use of discretion. Clear, courteous and effective communication is expected as is a collaborative effort in problem solving. REACH employees are expected and required to behave in a professional and courteous manner in doing REACH business and dealing with other staff, residents, and all contacts inside and outside the organization. Profanity and abusive language are specifically forbidden. Specific Job Skills: Work management and prioritization skills, verbal and written communication skills, problem solving ability, flexibility, reliability, organization and planning skills, proven telephone and interpersonal skills. Internet skills including use of , group messaging and information gathering. Intermediate MS Office (Outlook, Word, Excel) abilities. Working knowledge of Smartphone technology including phone calls, calendar, maps, text and . Ability to use judgment, discretion, tact, and courtesy in organizational and public contacts, often in tandem with a hectic pace. Ability to deal appropriately with a broad scope of confidential information. Clear, courteous and effective communication is expected as a collaborative effort in problem solving. Must be able to lift up to 50 pounds. Conduct REACH employees are expected and required to behave in a professional and courteous manner in doing REACH business and interacting with other staff, residents and all other contacts inside and outside the organization. Profanity and abusive language are specifically forbidden. Regular bending and stooping required. Personal Characteristics Customer Service - Manages difficult or emotional customer situations; responds promptly and courteously to internal and external customer service needs and requests for assistance; meets commitments; measures self against a standard of excellence. Attendance/Punctuality/Dependability Consistently arrives to work on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time; responds to management direction; takes responsibility for own actions; completes tasks on time or notifies appropriate person with an alternate plan. Interpersonal Skills Focuses on solving conflict, not blaming; maintains confidentiality; listens to others without interrupting; keeps emotions under control; remains open to others ideas; addresses problems directly with supervisor; asks for and offers help when needed. Communication Speaks clearly and persuasively in positive or negative situations; listens and obtains clarification; writes clearly and informatively; editing content for spelling, grammar and

4 tone; supports and explains reasoning for decisions, include appropriate people in the decision-making process. Adaptability Adapts to changes in the work environment; manages competing demands; changes approach or method to best fit the situation; able to deal with frequent changes, delays or unexpected events; demonstrates persistence and overcomes obstacles; applies feedback to improve performance. Teamwork Exhibits objectivity and openness to other s views; gives and welcomes feedback, contributes to building a positive team spirit; supports everyone s efforts to succeed; follows policies and procedures; supports organization s goals and values. Problem Solving Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully and develops alternative solutions; works well in team problem solving situations; uses reason even when dealing with emotional topics. Technical Skills Assess own strengths and weaknesses; strives to continuously build knowledge and skills; shares expertise with others; demonstrates accuracy and thoroughness; basic or great level of Microsoft Office Suite 2010; seeks increased responsibilities. Diversity and Ethics Demonstrates knowledge of EEO policy; shows respect and sensitivity for differences and abilities; promotes a harassment-free environment; treats others with respect; works with integrity and positive ethics; upholds organizational values. Education and/or Experience: Minimum high school education or equivalent, with emphasis in general office systems and customer service. Two years experience in a similar or comparable setting preferred. Experience working with diverse populations desired. Job Conditions: Regular and consistent on-time attendance required in accordance with a regular schedule established for the position by the supervisor. Mileage reimbursement provided for work related travel miles equivalent to most current year IRS rate. Clear driving record and current state issued Driver s License required. Well maintained vehicle and minimum state required liability insurance required. Requires close work and working with a computer monitor. Occasionally exposed to distraught or angry people. May require long periods of sitting. SIGNATURE REQUIRED ON LAST PAGE

5 _ Supervisor/Manager Approval _ CEO Approval I,, have read and understand the definition and scope of the job description outlined above. Employee Signature Initial at 90-day and annual performance evaluation. Initial Employee Supervisor This company reserves the right to modify, interpret, or apply this job description in any way the company desires. This job description is not an employment contract, implied or otherwise. The employment relationship is At-Will. The aforementioned job requirements are subject to change to reasonably accommodate qualified disabled individuals.