Job Details

Office Assistant

Salary Range: $20.00 - $21.20 per Hour Salary Note: Bilingual candidates are eligible for an additional $1.50 Bilingual Differential. This Bilingual Differential is not included in the salary range above.

Position Summary: The Office Assistant is pivotal, challenging, and multi-focal. This position is located in Jackson county and assists in managing the agencys Southern Oregon offices. The job entails assisting the Office Manager in managing the daily operations, maintenance, supplies, and activity of all the HIVAs offices. The Office Assistant plays an important role as the face of the agency to our contractors, vendors, and community partners and will provide dedicated customer service to our employees and clients. This employee will have a broad and in-depth understanding of HIV Alliances mission, goals, and services and will effectively communicate this information.

Essential Functions and Responsibilities:

• Perform primary reception responsibilities at the Medford Office, including filing
• Escort clients between front and back office suites (1 block, wheelchair accessible)
• Oversee mail distribution at the Medford Office
• Coordinate vehicle check out & maintenance for specific office locations
• Coordinate with Facilities Coordinator & Landlord for building maintenance needs
• Coordinate with IT for onsite assistance and troubleshooting as needed
• Order supplies for the Medford & surrounding office locations, maintaining inventory & organization of supplies & storage units for Medford & surrounding office locations
• Assist in orienting new Medford staff to job site, including alarm & door code access, & supporting current staff in general office functions
• Build & maintain relationships with current Jackson county vendors
• Maintain up to date Organization Chart for all departments and staff positions
• Support HR & Operations team as needed, including weekly meetings & coverage
• Complete data entry, chart audit & filing for program forms that contain PHI
• Serve on & potentially chair/co-chair an agency committee
• Assist Office Manager with daily operations, supplies, maintenance, etc.
• Complete role with effective communication, supporting a pleasant, clean, & professional environment, & representing the agency with compassion & respect
• Demonstrate regular sensitivity to, and ability to maintain, confidential information
• Support community Harm Reduction resources, including naloxone kits and trainings
• Ability to work well with others, handle stress appropriately, have reliable attendance
• Other tasks as assigned, including training/cross-training other staff as needed

Required Qualifications:

• Minimum 1 year of experience with office administration or relevant administrative experience serving in a support role capacity in a professional office setting
• Proficiency in Microsoft Suite (Email, Excel, Word, PowerPoint, etc.)
• Strong communication (written & verbal), customer service & prioritization skills
• Ability to work independently & in a team, exercising professional judgment