Administration Receptionist Jobs in Oregon (NOW HIRING)

Mid-Willamette Valley Community Action Agency

OUR MISSION: MWVCAA invests in people and their futures to reduce the impacts of poverty.

Working at MWVCAA means becoming part of a mission-driven community dedicated to equity, dignity, and opportunity for all. We offer competitive pay, a rich company culture that values diversity, and an array of benefits - but we consider the best benefit here to be the reward of helping those in our community live better lives. Come find meaningful work and bring your skills as an Administration Receptionist/Resource Navigator.

Your main responsibilities will be providing telephone coverage, reception, and clerical assistance. This may include distributing mail, word processing, photocopying, filing, or other projects as assigned. Assists in connecting clients to applicable agency and community resources. Be a part of the team that provides the vital support that allows our programs to run efficiently, directly contributing to our mission of reducing the impacts of poverty in our community.

MINIMUM QUALIFICATIONS The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION and/or EXPERIENCE

• High School Diploma or General Education Degree (GED).
• One year of relevant social services experience.
• One year of office/clerical experience.
• Equivalent combination of education and experience may be considered.

CERTIFICATES, LICENSES, REGISTRATIONS

• Driver Qualification Status is not required for this position.
• Candidate must pass a comprehensive MWVCAA background screening prior to employment.
• Successful registration with the Central Background Registry of the Child Care Division.
• Candidate must pass pre-employment and random drug/alcohol screenings.
• CPR/First Aide Certification within 60 days of hire.

KNOWLEDGE, SKILLS, AND ABILITIES

• Demonstrates tact, diplomacy and empathy when communicating with clients, staff and community partners.
• Basic proficiencies in computers, Microsoft Word, Excel and Outlook, database software, and web tools.
• Knowledge of/or experience with the principles of trauma-informed care, trauma awareness, working with unsheltered or vulnerable populations.
• Effective interpersonal communication skills, in both oral and written form.
• Bilingual English-Spanish skills are required for this position.
  • To qualify as bilingual, staff must pass a bilingual exam demonstrating fluent speaking, reading, and writing in English and Spanish. Required bilingual staff will receive a pay differential based on language test results.

WHAT YOU WILL DO TO SUPPORT THE COMMUNITY This job description is not intended to be all-inclusive. Employee will also perform other reasonably related business duties as assigned by immediate supervisor and other management as required.

• Answers multi-line telephones in a positive, timely manner. Provides basic program information for all agency programs. Screens and transfers calls appropriately. Takes thorough and accurate telephone messages and delivers them promptly. Checks agency voicemail regularly and returns calls when applicable.
• Greets visitors to the office. Provides friendly, informative service to all visitors. Provides pamphlets and other basic program information. Connects visitors with programs by providing contact and site address.
• Assists visitors by answering questions, seeking out appropriate staff to assist them, or making referrals. Ensures that all visitors, staff and guests are greeted promptly, listening to ensure for understanding and directing them in a professional, calm demeanor.
• Processes incoming and outgoing agency mail. Utilizes postage meter and other office equipment. Date stamps correspondence and distributes it appropriately and promptly. Drops off outgoing mail in the USPS collection box at the end of each day. May occasionally take checks to the post-office as needed.
• Provides clerical support whenever possible in the areas of typing, photocopying or other administration projects. Maintains administrative supplies and contacts service personnel for copier and postal machine issues.
• Ensures stamps, vouchers, gift cards, bus passes and A/P checks are logged and secured at all times per Finance Department instructions. Distributes paychecks according to procedures, including checking I.D. and requiring staff to initial the paycheck pick-up list.
• De-escalates visitors that may have complaints or demand to speak to staff. Contacts 911 in an emergency and uses the all-call phone to alert staff of a fire or other emergency, according to procedures. Reports suspicious activity promptly to management and carries out instructions.
• Follows HR procedures with new staff during New Staff Orientation, and other HR events such as hiring events or committee meetings to ensure the conference rooms are booked in advance.
• Administers the volunteer registration process for agency volunteers. Submits background checks in a prompt manner, follows up and reports status of clearing weekly to managers with volunteer projects such as Warming and Outreach.
• Rotates kitchen duty (clean-up and coffee-making) with other programs in the Main Office.
• Complies with MWVCAA safety and personnel policies, including punctuality and attendance.
• Helps clients access services beyond housing, including food; childcare; education; mental health services; healthcare; transportation; and/or employment resources.
• Identifies and coordinates access to resources, working with community partners, and establishes and maintains an active working relationship with Programs within the Agency.
• Maintains working knowledge of local resources.

SUPERVISORY RESPONSIBILITIES

This position has no supervisory responsibilities.

PHYSICAL AND MENTAL DEMANDS Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.

• Specific vision abilities required by this job include close vision and ability to adjust focus. Speaking and hearing abilities are required.
• Occasionally lift up to 25 pounds.
• Manual dexterity for handling office equipment.
• Incidental driving tasks may be requested for employees with a personal vehicle and proof of current auto insurance.
• Requires basic planning and problem-solving skills with the assistance of office management.

WORK ENVIRONMENT

• Indoor, office work environment with frequent interruptions and demands.
• Working with coworkers/clients over the phone and in-person.
• Occasional noise and distractions in workspaces.
• On-site work is required in this position.

WHAT WE OFFER

• 401k contribution after 1 year
• Employee Assistance Program
• Life insurance
• Health, Vision and Dental Insurance
• For some positions, employees may be eligible for company‑sponsored continuing education

MWVCAA is proud to be an Equal Opportunity Employer. We do not discriminate based upon race, religion, color, national origin, sex, sexual orientation, gender expression, age, veterans, and people with disabilities or any other protected category. We welcome all people to join us in achieving our Mission. If you require any assistance in the application process, or reasonable accommodations to perform the essential duties of the position, please notify a member of our team at (503) 585-6232.

**This is a partial list of essential duties and responsibilities. To review the full job description, download below.

Note that compensation for each role at MWVCAA is based off a number of factors such as experience and education.

If you need ADA accommodations to apply for MWVCAA job openings, please contact Human Resources at HR@mwvcaa.org or call 503-585-6232 to ask for a HR Team Member.