Administrative Assistant

Administrative Assistant

Position at Clarvida - Oregon SUMMARY The Administrative Assistant is responsible for providing comprehensive administrative and clerical support, including managing office operations, maintaining records, supporting employee onboarding and offboarding, handling correspondence, managing supplies and equipment, and assisting with company vehicle and technological needs to ensure smooth organizational workflow. ESSENTIAL DUTIES AND RESPONSIBILITIES

• Handle general office tasks, including mail, shipping, filing, phone calls, and routine correspondence.
• Maintain and update electronic health records and online systems.
• Organize archived client files with the compliance team.
• Copy documents and printed materials.
• Order and track office and household supplies.
• Manage personnel onboarding, terminations, and documentation submission.
• Oversee company fleet maintenance and vehicle assignments.
• Approve utility, tax, and other bills before sending to Accounts Payable.
• Monitor inventory of company equipment.
• Coordinate with IT to address tech issues.
• Perform additional duties as required to support the program or company.

OTHER DUTIES

• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

PHYSICAL DEMANDS

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hands to finger, handle, or feel; and talk or hear. The employee is occasionally required to reach with hands and arms and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds.

WORK ENVIRONMENT

• The noise level in the work environment is usually moderate.
• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

TRAVEL

• This position may require travel.

REQUIRED EDUCATION AND/OR EXPERIENCE

• High school diploma or equivalent, and
• Five (5) years' of related work experience.

PREFERRED EDUCATION AND/OR EXPERIENCE

• N/A

CERTIFICATES, LICENSES, REGISTRATIONS

• Valid Driver License with clean driving record (as needed; when applicable per Program).
• Maintain auto insurance coverage.
• Ability to pass background checks, including ODHS Criminal History.
• Must be minimum eighteen (18) years of age.

QUALIFICATIONS

• Language Skills
• Ability to respond effectively displaying professionalism, sensitivity, and empathy to linguistic, cultural, social, economic, and individual differences and challenges. Ability to write and maintain accurate and timely documentation. Ability to present information 1:1 and to groups in an organized and concise manner.
• Ability to Multi-Task
• Must be able to work independently as well as a member of a team. Must have excellent organizational and time management skills. Must remain flexible and able to handle multiple priorities with the ability to adjust to high pressure and rapidly changing business conditions.
• Reasoning Ability
• Ability to quickly assess unique situations and develop and apply strategies to effectively meet the needs of the staff and clients. Ability to provide exemplary service to employees and outside constituents. High need for excellent time management.

ADDITIONAL ELIGIBILITY QUALIFICATIONS

• Effective, respectful, professional written and verbal communication.
• Excellent time management, interpersonal, and organizational skills.
• Professional boundaries and self-care routines.
• Demonstrated knowledge of the developmental disabilities and mental health fields.
• Ability…