Description

Sponsors Purpose:

Sponsors seeks to improve outcomes and opportunities for individuals with conviction histories and to assist individuals released from incarceration in their successful reintegration into our community. Sponsors is nationally recognized as a model utilizing best practices in reentry services. 

Sponsors Values:

• Empowerment: We support each individual in making their own choices to lead their best life.
• Dignity: We respect and believe in the goodness of every person.
• Community: We are stronger when everyone is able to fully participate and contribute. 

Position Supervision:

This position reports to the Director of Finance. 

This position does not supervise direct reports.

Job Description:

The administrative assistant is a key contributor to welcoming visitors, participants, and employees into the administrative office. Drawing on a wide range of information about the organization, the administrative assistant facilitates routing communications, connecting participants with various program services, processing participant fee and savings transactions, and maintaining electronic and physical files for accurate record keeping. The administrative assistant is also responsible for maintaining conference room schedules, supply inventories, and keeping shared office equipment operational. This role requires a positive attitude while maintaining attention to detail with high-volume, confidential information. 

Job Responsibilities:

Support Front Reception 

• Greet the public, answer their questions, and/or refer them to the appropriate staff member for assistance.
• Answer multiple phone lines, route phone calls to the appropriate staff, and take messages as needed.
• Act as the “face of Sponsors”, maintaining a professional and friendly demeanor with all participants and guests. 
• Engage respectfully with staff, participants, community partners and other 3rd parties that work with Sponsors.
• Assist non-participants with their questions and administrative needs, providing referrals to staff as a warm hand-off.

Support Participant Accounts

• Accept payments (cash, check, EBT) from participants for housing and food fees and accurately recording the payments in QuickBooks.
• Offer receipts to participants when conducting transactions.
• Fulfill other banking requests (deposits, withdraws, write checks, etc.) upon participants’ requests.
• Reconcile cash drawer daily.
• Create invoices for housing and food fees for all Roosevelt Crossing participants.
• Deposit approved RLAN and stipend payments into participant accounts.
• Assist participants with questions about balance of fees owed and/or balance in savings account.

Support Administrative Duties 

• Organize and distribute incoming and outgoing mail.
• Receive and document all donations (cash, check, in-kind, etc.) delivered to the administrative office and deposit in bank. Provide a donation receipt to the donor if needed.
• Compile, organize, and distribute the office supply order for Sponsors.
• Type and process Word and Excel documents as needed for establishing procedures, producing mailing labels and reports, Sponsors’ communication, and signs as needed.
• Display the Roosevelt Crossing Admin conference rooms’ schedules on a daily basis.
• Provide copier technical support as needed to other staff in the organization. 
• Provide backup for other Administration staff during vacation, illness or other times as needed.

Support the Participant Welcome, Certification and Departure Process

• Accurately, completely and compassionately fill out the participant Low-Income Housing Tax Credit paperwork for each participant entering Sponsors.
• Conduct income certifications for all participants entering Sponsors to ensure participants meet our low-income requirements; conduct recertification after 12 months.
• Ensure new participants are photographed and enter photograph onto the Sponsors’ network for use by other staff.
• Review with participants a one-page Fees & Savings sheet to introduce new participants to the program fees and savings requirements. 
• Manage key card access for participants, as well as, investigate key card inquiries from staff.
• Maintain the Participant Tracker Excel workbook, which is a transactional record of all participants coming through Sponsors.
• Maintain monthly and annual tenant list that is used for reports to Oregon Housing & Community Services.
• Upon notification of exit, remove key card access and close out all accounts for participant.

Conduct other assignments, errands, duties, or tasks as assigned by the Director of Finance or the Executive Director.

Requirements

Skills and Knowledge:

• Excellent verbal and written communication skills
• Excellent interpersonal, negotiation, de-escalation and conflict resolution skills
• Excellent customer service skills
• Strong analytical and problem-solving skills
• Ability to effectively organize and prioritize a wide variety of time-sensitive tasks, and to coordinate work with Front Desk teammate as necessary. 
• Ability to act with integrity, professionalism, and confidentiality
• Ability to foster teamwork, promote process improvement, and build relationships 
• Proficient with Microsoft Office Suite or related software
• Ability to work effectively with a wide range of people to achieve individual and organizational objectives 
• Flexibility in adapting to program changes and to the individual needs of participants
• Committed to the mission and values of Sponsors and reentry services
• Knowledge of QuickBooks (or another accounting software) and experience with reconciliations (not required, but a plus) 

Education and Experience:

• 1 year performing administrative support work in a professional office environment.
• 1 year of experience providing direct client services in a social service setting preferred.
• High school diploma or equivalent; higher education degree in a related field preferred.

Work Environment:

• This position performs work in a busy office environment.
• Encounters frequent interruptions from phone calls, visitors, staff, and program participants.
• Noise is typical of an office environment with multiple pieces of office equipment.

Physical Demands:

• Requires sitting or standing at a desk and using a computer for extended periods of time. 
• Occasionally walking up and down stairs.
• Lifting supplies, including cases of paper, occasionally.
• Motor skills to replace supplies and perform basic maintenance of office equipment.

How to Apply:

Applications should be submitted online through our job opportunity webpage or send a resume and a cover letter describing your experience and how you meet the listed qualifications for this position. Questions or request for accommodation should be sent to Sponsors’ Human Resources Director at HR@sponsorsinc.org.

Sponsors is an equal opportunity employer committed to an inclusive, equitable, and multicultural work environment. We are stronger and more effective because of the diverse life experiences of our staff. People encouraged to apply include Black, Indigenous, Latinx, and other people of color; people who are gender non-binary; people with disabilities; LGBTQ candidates; and individuals with conviction histories.