Department: Administration
Reports To: HR & Operations Director
Position Type: 1.0 FTE, 40 Hours/Week, Nonexempt
Bilingual candidates are eligible for an additional $1.50 Bilingual Differential. This bilingual differential is included in the salary range above.
Application Instructions: All applicants must submit a complete Job Application, Supplemental Questions, Cover Letter, and Resume via the Job Portal to be considered.
Please note: Recruiting scams are on the rise - Make sure to protect your information. HIV Alliance does not conduct interviews or ask for personal information (ID, Social Security, etc.) via text. Additionally, double check the email of who is communicating with you. Email communication from HIV Alliance uses @allianceor.org or comes from . Please report any suspicious activity to Human Resources at and/or .
Position Summary The Office Assistant position is pivotal, challenging and multi-focal. This position is located in Jackson county and assists in managing the agency's Southern Oregon offices. The job entails assisting the Office Manager in managing the daily operations, maintenance, supplies and activity of all the HIVA's 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 Alliance's mission, goals, and services and will effectively communicate this information.
Essential Functions and Responsibilities Perform primary reception responsibilities at the Medford Office (greet/assist clients, incoming calls/phone messages, sharing program/contact information with new/potential clients, etc.)
Escort clients between front and back office suites (1 block distance, wheelchair accessible)
Oversee mail distribution at the Medford Office (receive/distribute mail, file packing slips, send documentation and communication to Finance, prepare shipping returns, etc.)
Coordinate vehicle check out process & maintenance for Medford & surrounding office locations
Coordinate with Facilities Coordinator & Landlord for building and area maintenance needs
Coordinate with IT for onsite assistance and troubleshooting as needed
Order supplies for the Medford & surrounding office locations, maintaining inventory and organization of supplies and 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 (copies, clerical projects, scheduling, errands, events, etc.)
Build & maintain relationships with current Jackson county vendors (janitorial, maintenance, etc.)
Maintain up to date Organization Chart for all departments and staff positions
Maintain the Medford Office buildings (disinfect high-touch areas, Medford lobby staff calendar, assessing for ADA and fire safety, security & organization of the file/mail room, etc.)
Support HR & Operations team as needed, including weekly Operations Meetings & coverage
Complete data entry, chart audit & filing for program forms that contain Public Health Information
Serve on & potentially chair/co-chair an agency committee
Maintain office records/filing system (proper client records archiving, responding to records requests, filing records consistently/organized system, audit PHI upload quality assurance, etc.)
Assist Office Manager with daily operations, supplies, maintenance, etc. for various agency offices
Complete role with effective communication (pleasant, clear, effective), supporting a pleasant, clean, & professional office environment, & representing the agency with compassion & respect
Demonstrate regular sensitivity to, and ability to maintain, confidential information
Respond to fast paced, chaotic environment with grace/humor, wearing "multiple hats" in role
Support community Harm Reduction resources, including naloxone kits and trainings
As approved, attend workshops and trainings to expand professional knowledge & support growth
Other projects and duties as assigned
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
TB test (provided at agency)
Valid Oregon driver's license
Ability to efficiently multitask with high attention to detail
Ability to work well in a fast-paced dynamic atmosphere
Ability to adapt and stay calm under pressure to any changes or emergencies
Strong organizational and problem-solving skills with ability to prioritize
Strong written and verbal communication skills
Proficiency in Excel, Word and file management in Windows
Capable of respecting and maintaining confidentiality in all appropriate agency business
Ability to pass agency criminal background check
Physical Demands While performing the duties of this job, the employee is required
· Repetitive use of hands such as grasping, twisting/turning of wrists, and finger dexterity necessary to perform various clerical duties, such as typing and writing.
· Frequent use of arms such as pushing and pulling to open and close drawers and cabinets
· Ability to sit or stand for extended periods of time at an assigned station
· Ability to bend, stand, and reach to be able to transport clients and to occasionally lift and carry up to 25 pounds (harm reduction kits, naloxone kits, testing and education materials)
· Continuous clarity of vision at 20 inches or less for processing of paperwork
The physical demands described above 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 of the job.
Working Conditions, Travel and Environment The duties of this job require individuals be able to work in non-traditional and community-based settings
The duties of this job require regular attendance, including
· Ability to work flexible hours, including early mornings, evenings, and weekends
· Ability to work 5 days per week for a minimum of 40 hours per week
The duties of this job include travel to other locations as necessary to complete essential job functions
· Ability to transport self to job-related events and locations
HIV Alliance prohibits discrimination based on race, color, religion, national origin, ancestry, citizenship status, physical or mental disability, age, sex, sexual/affectional orientation, gender identity, gender expression, marital or partnership status, veteran status, political affiliation or belief, genetic information, HIV antibody status or any other factor protected by law or association with any of these classes, in its services, employment, or use of volunteers.
HIV Alliance is a community united to stop the spread of the HIV epidemic. We strive to create an environment where everyone is empowered to reach their full potential. We value the diverse perspectives that each of us brings to this work, understanding the influences of culture, race, color, religion, national origin, ancestry, citizenship status, physical or mental disability, age, sex, sexual/affectional orientation, gender identity, gender expression, marital or partnership status, veteran status, political affiliation or belief, genetic information and HIV status in shaping our life experiences. We pledge to listen and ask questions before making judgments, and to continue to educate ourselves and each other. We recognize that we will only be successful against the HIV epidemic in a culture where oppression is not tolerated.
