NOTE: This position is in person in office Monday through Friday, 8:00 am-4:30 pm.
All applicants are required to provide a current resume AND completed application for consideration.
A copy of an application can be requested to be emailed to you by contacting [email protected] or by going to https://www.sdao.com/sdao-administrative-support-specialist and downloading a copy of one from there.
Incomplete application packets will not be considered. Position closes for application 5:00 pm July 13th. Those selected for interviews will be contacted and interviews will be conducted July 20th.
General Position Summary: The Administrative Support Specialist is the operational hub for our Tigard office and provides comprehensive administrative and operational support to multiple departments within the SDAO Tigard office, including Claims, Information Technology, and Consulting Services. This position serves as the primary point of contact for visitors, callers, vendors, and deliveries while ensuring efficient front office operations and exceptional customer service.
Essential Functions/Major Assignments (illustrative only)
- Provide regular, reliable, and predictable performance of duties.
- Remain available and accessible during scheduled work hours.
- Provide administrative support to multiple departments with varying operational needs and priorities.
- Deliver exceptional customer service to members, claimants, vendors, and the public.
- Respond to email and voicemail inquiries within one business day and route inquiries to the appropriate department as needed.
- Assist with special projects and administrative assignments as requested.
Reception and Office Operations
- Answering and directing incoming telephone calls; Greeting and assisting visitors, vendors, and contractors; Maintaining office security and visitor access protocols; Receiving, sorting, and distributing incoming mail and deliveries; Processing outgoing mail and shipments; Managing office supply inventory and ordering supplies as needed; Assisting with organizational mailings, including printing, labeling, assembly, and distribution; Managing electronic and scanned mail distribution to appropriate staff; Maintaining records and closed-file storage systems, including coordinating file retrieval and storage; Recording incoming checks on designated tracking logs.
Deputy Director Support
- Coordinate and arrange travel accommodations for leadership and staff members; Manage housing reservations and logistics for conferences and business events.
- Complete conference registrations and ensure timely enrollment for attendees.
- Provide administrative and operational support for special projects and additional assignments as needed.
Claims Department Support
- Provide coverage for Claims Services functions during staff absences for printing checks.
- Prepare and retrieve claim files for audits, reviews, and other business purposes.
- Assist Claim Consultants with reimbursements for regularly re-occurring invoices including but not limited to legal invoices.
- Provide notary services for department.
Information Technology Support
- Receive and process deliveries for the Information Technology department.
- Notify appropriate staff of incoming equipment, supplies, or technology assets.
- Provide basic administrative and user support for a range of office systems and equipment, including printers, video conferencing tools, and telephone systems.
Consulting Services Department Support
- Upload, organize, and maintain documents within Consulting Services SharePoint sites.
- Assemble recruitment, assessment, and project materials; Print, scan, file, shred, and distribute documents as needed.
- Coordinate receipt and distribution of department mail, packages, and project materials.
- Assist with consultant expense reports and related administrative tasks.
- Provide additional administrative support as requested/assigned.
Tenant Support
- Serve as liaison to tenants in building and SDAO; Handle all needs, requests or issues that they may have
Meeting and Event Support
- Assist/lead with the coordination of meetings held at the Tigard office including preparation of meeting materials and packets, coordination of refreshments and catering arrangements, ensuring meeting room technology and equipment are functioning properly.
- Run local business errands related to office operations, meetings, supplies, or mail distribution.
Facilities and Office Maintenance Coordination
- Serve as the primary point of contact for routine building and office maintenance issues.
- Coordinate vendor services, repairs, maintenance, and office equipment servicing; Maintain vendor and service provider contact information.
- Communicate facility-related issues and recommendations to management.
- Coordinate larger facility projects with management and external vendors as appropriate.
Secondary Functions:
- Works on special projects upon request.
- All other duties as assigned.
Interpersonal Contacts:
- The Administrative Support Specialist has regular interaction, on phone, via computer email and in person, with those both inside and outside of the organization to exchange ideas and to provide and gather information, and assist members in answering all questions/issues with completeness and accuracy
Specific Job Knowledge, Skill, and Ability:
- Must be able to work independently and in a quiet office where at times may be sole person in office.
- Must be a self-starter and able to manage own workflow.
- Must be proficient with Excel, Word, Access, and other Office 365 software.
- Must have, or be able to obtain, a thorough knowledge and understanding of SDAO and its services and membership associates.
- Skill and ability to focus on providing exceptional customer services to both external and internal customers.
- Must be able to work for a diverse audience with differing demands, needs and personalities.
- Must be able to multi-task and finish projects to completion with varying deadlines.
- Must be able to meet established deadlines and be able to prioritize workflow.
- Ability to easily adapt to change.
- Must be able to learn a wide variety of functions and duties to be able to successfully support a diverse audience
- Must be able to collaborate effectively with both internal and external customers.
- Must possess exceptional communication skills, both verbally and in writing
- Must be able to work independently with minimal direct supervision.
- Must have the ability to perform the essential functions of the position with continuous interruption.
- Must be able to leave the office to run errands on demand this will include driving to pick up mail, or other items as requested.
Education, Experience, and Certification/Licensure:
Required
- High school diploma or equivalent
- Minimum of five years of office administration experience
- Must be a Notary Public or be able to obtain certification within three months of hire.
- Must have a current and valid drivers’ license; OR
- An equivalent combination of education, training, and experience sufficient to successfully perform the essential duties of the job.
Desired
- Previous experience providing administrative support to a wide audience or multiple departments simultaneously with each having distinct needs and functions
Job Conditions:
- This position is in office and not approved to work remotely. This position operates in a professional office environment.
- Standard work schedule is Monday through Friday during business hours, with little variance without advance notice.
- Work environment is generally indoors with virtually no hazards or obstacles; short local travel on an infrequent basis to pick up supplies may occur.
- Routinely uses standard office equipment, especially computers.
- In performance of the duties of this job, the employee is occasionally required to stand; walk; sit; use hands and fingers, drive a vehicle, handle, or feel objects, tools, or controls; reach with hands and arms; climb stairs; talk or hear.
- The employee must occasionally lift or move office products and supplies, up to 20 pounds.
Job Type: Full-time
Pay: $44,515.00 - $52,077.00 per year
Benefits:
- 401(k)
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Tuition reimbursement
- Vision insurance
Application Question(s):
- This position is in office and in person and not eligible to work remotely. Do you still wish to be considered for the position knowing it requires you to be in office?
- Did you read in the posting that you need to send in a resume AND application and to contact SDAO for an application either via an email request or by going to the website?
Education:
- High school or equivalent (Required)
Experience:
- administrative: 5 years (Required)
Work Location: In person
