Administrative Support Assistant

About Us Living Opportunities is a non-profit organization dedicated to fulfilling our mission and vision in various ways aligned with our values of Community, Quality, Respect, Choice, and Catalyst for Change. Our Vision is a community that embraces individuality and competently supports and empowers people. Our mission is to empower people with intellectual and developmental disabilities and their families to thrive in diverse communities: living in inclusive neighborhoods, engaging in meaningful work, and sharing in experiences that enrich all of our lives.

General Statement of Duties:

This position serves as the primary administrative and front desk support at Headquarters, ensuring smooth day-to-day operations and a welcoming, professional environment for staff, visitors, and community partners. The role is responsible for coordinating front desk functions, supporting communication and coordination across the organization, and preparing administrative tasks and materials that support efficient workflow. In addition, this position provides administrative and operational support to leadership and administrative teams, working both independently and collaboratively to maintain organized systems, accurate information, and responsive service across the organization.

Qualifications:

The following knowledge, skills, and abilities are necessary to successfully complete the related duties of this position: Associate's degree in Business Administration, Project Management, or a related field, or an equivalent combination of education and relevant work experience. (High school diploma or GED required.) Two years of experience in administrative support or operational roles in a professional setting. Bilingual proficiency in Spanish/English Strong organizational, multitasking, and problem-solving skills with the ability to adapt to changing priorities. Clear and professional written and verbal communication skills, with the ability to interact effectively with diverse individuals and partners. Proficiency in digital tools such as Google Workspace and Microsoft Office Suite, with the ability to learn and use additional systems (e.g., Canva, ChatGPT) to support workflow. High level of accountability, reliability, and follow-through in completing tasks independently and collaboratively. Ability to work effectively in a fast-paced, highly interactive environment with shifting priorities while maintaining accuracy and professionalism. Preferred Qualifications Training or experience in trauma-informed practices and working with diverse communities. Demonstrated ability to analyze system functions, recommend improvements, and implement workflow changes that enhance accuracy and efficiency. Strong interpersonal skills with the ability to maintain confidentiality and interact professionally across departments. Role Expectations Demonstrated professionalism in conduct and communication as a representative of the organization Flexibility to adapt to evolving systems, priorities, workflows, and work environments Commitment to working respectfully across teams and departments Reasonable accommodations may be made to enable a person with barriers or disabilities to perform essential functions. Pre-Employment Requirements Employment in this position is contingent upon meeting all pre-employment and post-offer requirements, which include but are not limited to: At least 18 years of age Possession of a valid Oregon Driver's License and proof of vehicle insurance Acceptable driving record for eligibility to be covered under the organization's insurance for driving purposes (including the use of agency or personal vehicles for work-related travel) Satisfactory completion of required screenings and checks: Employment reference checks Drug screening for illegal substances Physical/functional exam confirming ability to perform all job duties with reasonable accommodations Abuse registry check, as required by state licensing and Medicaid program rules Criminal history check (in accordance with Oregon Revised Statute 181.537 and Oregon Administrative Rules 125-007-0200 to 125-007-0330, 407-007-0200 to 407-007-0370, and 943-007-0000(2))

Roles and Responsibilities:

Administrative Assistant Serve as the receptionist, being the primary point of contact at Headquarters, welcoming visitors, answering phones, and creating a positive, professional first impression of Living Opportunities. Respond to general inquiries about services, programs, and community resources, ensuring accurate information and appropriate follow-up or referral. Route communication effectively, ensuring messages, visitors, and requests are directed to the appropriate staff in a timely manner. Maintain shared spaces within Headquarters, including the lobby, breakroom, conference rooms, and supply areas, ensuring spaces are clean, organized, and ready for use throughout the day. Coordinate scheduling and use of conference and meeting rooms, supporting staff and community partners in planning and preparing for meetings and events, including external reservations and rentals. Order, track, and restock office and program supplies, maintaining appropriate inventory levels and organizing distribution to sites as needed. Support daily office operations, including mail coordination and internal deliveries in partnership with the Courier Specialist. Support Admin Clerks by preparing and staging administrative tasks and materials ahead of scheduled shifts to ensure efficient use of time. Prepare, format, and edit documents, including correspondence, reports, presentations, and program materials. Provide data entry and record support across systems as assigned, ensuring accuracy and consistency while following established processes and permissions. Manage multiple responsibilities in a fast-paced, interruption-prone environment, balancing front desk reception responsibilities with assigned administrative tasks and adjusting priorities as needed. Supporting Responsibilities Support organizational events and activities, including fundraisers, art shows, resource fairs, and community events, assisting with preparation, coordination, and on-site support as needed. Assist with special projects and organizational initiatives by completing assigned tasks, supporting logistics, and contributing to overall project coordination. Provide backup support for general cleanliness and organization of shared spaces when the Janitor is unavailable. Provide administrative support across programs as needed, within the scope of the role and in coordination with the Finance & Administrative Manager. Cross-Functional Responsibilities Maintain accurate and organized records using the organization's file naming conventions and digital folder structure Uphold confidentiality and handle sensitive information with discretion across all tasks and communication Complete assigned responsibilities in full, ensuring documentation is complete, accurate, and clearly labeled Contribute to a culture of continuous improvement by identifying challenges, documenting patterns, and supporting workflow development Participate in professional development opportunities in coordination with supervisor to build knowledge and skills Demonstrate a commitment to diversity, equity, and inclusion through professional conduct, inclusive communication, and openness to feedback Perform other duties as assigned Working Environment and Conditions The work environment varies in this position. Roughly 90% of the employee's time will be spent working indoors. The majority of time is spent indoors in a professional office setting, with regular movement throughout the Headquarters building to support daily operations. The environment is often fast-paced and interruption-driven, requiring the ability to shift between front desk responsibilities and administrative tasks throughout the day. Occasional outdoor work may occur during events or site-related activities. Indoor work includes a temperature-controlled office environment with standard office equipment. Physical Requirements Standing or Walking

• Occasional to Frequent in this position (up to 50% of the time) Sitting, bending, twisting
• Frequent in this position (more than 50% of the time) Lifting up to 50 pounds
• Occasional in this position (up to 30% of the time) Climbing stairs
• Rare in this position (less than 10% of the time) Computer and Keyboard use
• Frequent in this position (more than 50% of the time) Use of physical intervention training/techniques
• Not in this position (0% of the time) Must be able to evacuate during an emergency and assist others in doing the same.

Direct reports This position does not have direct supervisory responsibilities over any other positions. Work Schedule This position is classified under FLSA as an hourly non-exempt position and is subject to applicable wage and hours laws outlined by the FLSA for hourly non-exempt positions. General office hours are to be kept Monday, Wednesday, and Thursday. Exact hours are to be determined with supervisors and will change periodically due to the functions of the position. This is a part-time position.

Pay:

$18.50

• $25.

00 per hour

Benefits:

Employee assistance program Paid time off Retirement plan

Experience:

Working with individuals with developmental disabilities: 1 year (Preferred)

Language:

Spanish (Required)

Work Location:

In person