Operations Assistant Jobs in Salem, OR (NOW HIRING)

You are very organized, yet flexible. You have an eye for detail, a commitment to accuracy and a desire to see things done the right way.

You are a people person and a great communicator. You like to make an impact and want to help others to bring out the best in them.

You desire to hold a job that is both challenging and rewarding at a place where you know what you are doing can make a difference in someone living their best life.

You may be our next Finance and Operations Assistant!

Key tasks of the Finance and Operations Assistant:

Bookkeeping Tasks:

• Collects and enters vendor information, such as W9s and bank routing information.  
• Processes vendor invoices for payment.
• Posts invoices to accounting system and pay vendors via checks, credit card, or online banking at least weekly.
• Processes credit card and personal expense reimbursements including collecting receipts, coding and entering into the accounting system.
• Maintains a clear understanding of the Chart of Accounts in QuickBooks and post invoices to appropriate accounts.
• Assists with reconciliation and settlement tasks as directed.
• Supports payroll processes, such as verifying all time sheets have been received and final processing.
• Communicates closely with the FinOps Lead regarding policy or procedural issues, compliance, or concerns.

Human Resource Tasks:

• Provides administrative support such as maintaining files, scheduling meetings, trainings, interviews and reference checks.
• Assists with recruiting: posting position announcements, monitoring job postings, and screening applications.
• Facilitates the completion of phone screening interviews for selected applicants.
• Assists in the successful and efficient onboarding of new employees and off-boarding of terminated employees; to include electronic, virtual and in-person components.
• Assists in enrolling employees into all internal and external systems necessary to perform their responsibilities.
• Assists in monitoring benefit form completed and enrollments are timely.
• Assists in ensuring employee rights and benefit information is posted and distributed as required. 
• Assists with the monitoring of protected leaves.
• Stores personnel records in system accurately and participates in file audits to ensure all Personnel files are complete.
• Monitors trainings completed.
• Serves as the back-up for RCO employee criminal history checks.
• Assists with the setup, distribution and completion of staff surveys.
• Available to assist and guide staff through personnel matters, in coordination with the FinOps Lead, ensuring compliance with best practices.
• Assists with employee recognition programs.

Facilities and Operations Tasks:

• Makes requests for safety equipment and improvements to Finance and Operations.
• Assists with managing on-the-job injuries and workers compensation cases until closed.
• Assists with issuing, tracking and monitoring IT equipment in all offices.
• Assists in working with contractors to ensure all information and technology systems are functioning optimally, including but not limited to: Servers and network systems, Computers, Phones, Cell phones, and Printers.
• Performs primary communication and procurement of needed materials and equipment for all offices and employees.
• Supports the upkeep and maintenance of building facilities, including janitorial, landscape and building needs, by contacting and coordinating vendors and contractors.

What does the job look like?

• Monday to Friday day shifts, evening and weekend hour may occasionally be necessary.
• Office hours 8am-4:30pm
  • Specific hours will be scheduled based on mutual needs and preferences.
  • The work should take place in, or about, the office. 
  • Much of the work will be conducted within an office setting, including typical office noise, activity and light levels.
  • Office space is typically shared with at least one coworker.
• Occasional travel to other community settings will be required.
• Exposure to weather conditions throughout all four seasons.
• Will need to transport laptop and other work-related materials.

What can you expect from us?

• A supportive and flexible work environment.
• The resources, equipment and materials needed to do the job and do it well.
• A commitment to manageable workloads.
• An accessible workspace.
• Competitive wages and benefits package.

Benefits:

• Sick Leave
• Vacation Leave
• Holiday Leave
• Personal Day
• Health Insurance
• Dental Insurance
• Vision Insurance
• Life Insurance
• Short & Long-term Disability Insurance
• Flexible Spending Account
• 401(k) & 401(k) matching
• Employee Assistance Program

To apply:

Please go to www.rcoregon.org and click the "RCO Jobs" link at the bottom of the page. All applicants must submit a resume and a cover letter (we actually read them and consider them in our decision-making process).

Wondering if you might be the Finance and Operations Assistant we are looking for?
We are looking for someone with these skills and qualifications: 

Required Qualifications:

Education & Experience

• An Associate Degree in accounting, business or a related field.

-OR-

• 2 years of experience performing substantially similar responsibilities.  

Knowledge, Skills and Abilities

• Possess a high level of ethical awareness and commitment to ethical standards.
• A general knowledge of State and Federal laws with respect to payroll and payroll taxes.
• Great relationship and communication skills to collect timely information from a wide range of team members.
• High level of attention to detail, with excellent organization skills.
• Exceptional analytical and problem-solving skills.
• Able to maintain accurate and complete records while complying with deadlines.
• A working knowledge of HR principles as well as federal, state and local employment laws.
• Able to develop trust and rapport through in-person meetings and contacts with staff and stakeholders.
• Strong interpersonal and communication skills to develop trust and rapport through in-person meetings and contacts with a wide range of team members.
• Possess excellent oral, written, presentation and listening skills.
• Able to maintain confidential information.
• Able to work under stress and able to multitask.
• Able to manage time independently and work without direct supervision.
• Able to pass a Criminal History Check, meeting the State’s requirements.
• Possess a valid driver’s license, reliable transportation, and maintenance of a good driving record.
  • Must be able to frequently drive personal vehicle for extensive local and in-state travel, as well as, occasional out of state travel.
• Ability to lift 10 lbs.

Preferred Qualifications: 

• Experience in using QuickBooks.
• HR accreditation with SHRM certification.
• Experience with HRIS.
• Inquisitive mind – will ask enough questions to get to the bottom of an issue.
• Demonstrated knowledge and ability to perform basic word processing tasks; preferably with skills in Microsoft Office Modules; Word, Excel, and Access.