Job Description

 

Our Administrative Generalist supports Olalla Center’s mission of creating a safe and welcoming environment for clients, employees, and the community. Olalla Center celebrates and honors the uniqueness and diversity of all individuals. We promote health equity and inclusivity in all services, outreach activities, and programs throughout Lincoln County, Oregon.

TITLE: Administrative Generalist - HR

REPORTS TO: Executive Director

STATUS: Hourly

SCHEDULE: Part-time (20-30 hours) potential option to increase to full-time in 2024.

LOCATION: Members of the Administrative Support Team are required to work on site at our primary location in Toledo to ensure there is a physical presence to greet clients, visitors and handle day to day tasks. Occasional travel to our Newport sites as needed to fulfill the requirements of the position.

SALARY RANGE: $21-$23 per based on experience

BENEFITS: Olalla Center offers a full complement of benefits, including:

• Retirement plan
• Discretionary Paid Time Off (80 Hours Per Year - not including paid holidays)
• Sick Leave (40 Hours Per Year)
• Short Term & Long Term Disability
• Flexible Schedule

About Olalla Center

Olalla Center is a 501(c)3, non-profit organization based in Lincoln County, Oregon, with a mission of helping to strengthen and heal individuals, families, and our community. For over 45 years, Olalla Center has operated on the core philosophy that you cannot have good health without a good community. As such, we have focused our efforts not just on individuals and their families, but on the idea of village-building; creating social supports to help ensure life wellness.

KEY AREAS OF RESPONSIBILITY:

ADMINISTRATIVE GENERALIST FUNCTIONS

• Ensure competent, professional support services are being provided to leadership including Program Managers and Directors, Finance, IT and staff, as well as our clients, our Board, and our community partners as a representative of Olalla Center.
• Answering the door and phones, greeting and assisting mental health clients and visitors.
• Compliance with all applicable Olalla Center rules, policies, processes, and procedures, as well as any state, or federal rules, laws or mandates that we operate under such as OSHA, HIPAA compliance, and general business best practices.
• Make bank deposits, Post office mail pickup and delivery, and other admin errands.
• Track in file financial documents, grants, and other contracts and agreements, and other documents.
• Attend weekly check-in meetings.

Manage Olalla Center’s office calendar(s) as well as your own.

• Organize and coordinate meetings. Take meeting minutes.
• Represent Olalla Center in a professional and courteous manner when contacted by members of the community.
• Support Olalla Center Leadership
• Enforce safe-space guidelines.
• Perform related tasks delegated by members of the Leadership Team while maintaining comprehensive and accurate records.
• Provide administrative assistance to the Leadership Team.
• Maintain confidential medical, personnel and accounting/payroll files including HIPAA protected documents and files.
• Order supplies and equipment for the Leadership Team as requested and report purchases to the Executive Director and Finance Manager.
• Maintain a comprehensive inventory of equipment and supplies as they are purchased and used.
• Participate in special events including staff, community events, and fundraisers, etc.

HUMAN RESOURCES WORK

• In collaboration with supervisors and staff, compile, prepare and provide documents for onboarding and offboarding packets and training.
• Maintain accurate human resources records, including records for employees, contractors and volunteers.
• Manage hiring processes, including posting jobs, recruiting, interviewing, reference and background checks, offer letters, hiring, and onboarding.
• Create and send new employee introductory announcements to all staff and Board of Directors.

Create employee highlights for newsletters and media in collaboration with supervisors and communications staff.

• Ensure job descriptions are up to date and compliant with all local, state,

and federal regulations, and internal policies and procedures.

• Keep the Olalla Center’s official Organizational Chart, employee contact and Board of Directors lists up to date.
• Develop informational materials, training, and performance tracking to ensure employees understand their responsibilities.
• Work with the Leadership Team and Bookkeeper to create a fair and equitable compensation strategy for all employees.
• Assist the Supervisors and the Board of Directors with all personnel actions, including but not limited to performance evaluations, grievances, unemployment processing, bonuses, merit increases, etc.
• Ensure the organization’s compliance with local, state and federal regulations, laws and licensing requirements.
• Engage with interested job candidates for follow up and processing.
• Complete training in order to perform, track, and report the results of employee and volunteer background checks and DMV driver’s checks.
• Prepare and provide all interested candidates with up to date, easy to complete (fillable) forms.
• Create and maintain employee and volunteer files, and inform other staff of pertinent hiring information.

COMPETENCIES / ABILITIES:

• Excellent written and verbal communication and interpersonal skills with people at all levels and in all settings relevant to the missions of the Olalla Center organization.
• Exceptional attention to detail and organizational skills; ability to multi-task with confidence and under multiple deadlines.
• Ability to work independently at times as part of a highly collaborative, professional team; some of which work remotely or on site.
• Understand, value, and respect diversity in all forms, including diversity and work collaboratively and respectfully with Olalla Center’s diverse volunteers, staff, community leaders, organizations, and donors.
• Demonstrate professionalism, good judgment, and maintain confidentiality when necessary.
• Must be able to obtain and maintain CPR & First Aid certifications.
• Must be able to meet requirements to pass a Criminal Background Check and receive and maintain a Fingerprint Clearance Card.
• Competency in computer applications: Google Docs, Google Sheets, Google Slides, Google Drive, Gmail, Adobe Acrobat Pro DC, Zoom, Microsoft Office Suite, to include strong Excel, Word and PowerPoint skills a plus.
• Familiarity with PayPal, Square, Venmo and similar payment interfaces is a plus.
• QuickBooks accounting software, A/P, A/R, and payroll processing experience is a plus, but not required.
• A working understanding of medical billing experience is a plus, but not required.

TRAVEL:

Ability and willingness to drive your own reliable vehicle to and from work with occasional travel to various locations within Lincoln County and throughout Oregon as needed. Mileage reimbursement is available.

QUALIFICATIONS, EDUCATION, and EXPERIENCE :

The ideal candidate has …

• Associate’s degree in Business, Human Resources or similar field with 2 years of relevant administrative experience preferred.
• Experience working or volunteering with vulnerable populations, in the human services sector or nonprofit focused organization.
• Grant and contract tracking and reporting experience is highly preferred.
• Certified Professional Biller (AAPC), Certified Professional Coder (AAPC), or Certified Coding Specialist (AHIMA) highly desirable.
• Certification in SHRM or equivalent Human Resources certification is highly desirable.
• Excellent organizational, time management skills in addition to superb phone, verbal, and written communication skills.

INSTRUCTIONS – HOW TO APPLY

A complete application contains all of all the following items:

• A comprehensive resume
• Olalla Center employment application (www.olallacenter.org/employment-opportunities)
• Background check form (www.olallacenter.org/employment-opportunities)

DEADLINE: Open until filled. Applications will be reviewed, and interviews scheduled as submissions are received. Early application is encouraged. You must submit our downloadable application, background check authorization form and your current resume to be considered.

Completed applications should be attached to an email message with “Administrative Generalist Application” in the subject line and sent to: jobs@olallacenter.org

Olalla Center greatly values experience and acknowledges that not everyone has had equitable access to educational and/or professional opportunities. Even if you do not feel you meet each and every criterion, please apply! You might be just the person we are looking for. Applications will not be accepted through any other means. Incomplete applications will not be considered.

What we ask of all candidates:

• The ability to relate respectfully with people of diverse backgrounds and ages, and to utilize equitable practices.
• Excellent and respectful interpersonal and communication skills with a good sense of humor!
• Ability to work independently and collaboratively with others, including with team members, staff, volunteers, board, and community partners.
• Strength in fostering a positive, inclusive, and collaborative work culture that attracts, keeps, and motivates a diverse staff.
• Current valid ID and ability to commute throughout the State of Oregon and beyond to fulfill job responsibilities required. Current valid driver’s license, safe driving record, and willingness to operate agency vehicles preferred.
• Ability to lift up to 30 pounds when supporting office or facilities tasks unless reasonable accommodation is required.
• Pass a full background check.

Contact Information for Hiring Manager:

Name: Denise Leonard (she/her), Co-Interim Executive Director
Email: DeniseL@olallacenter.org
Phone: 541-265-8706

Olalla Center is proud to be an equal opportunity workplace and is an affirmative action employer. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, gender expression, or Veteran status. We fully embrace mutual respect, gratitude, kindness, inclusivity, equality, and diversity in the workplace and beyond.

Job Type: Part-time

Pay: $21.00 - $23.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Toledo, OR 97391: Reliably commute or planning to relocate before starting work (Required)

Work Location: In person

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