What are the responsibilities and job description for the Administrative Specialist position at Guides for Independence, Limited?
Administrative Specialist — Policy & Procedure Development
Guides for Independence, LimitedLocation: Portland, OR Remote/HybridEmployment: Full-timeCompensation: $22/hrSchedule: Full time variable/flexible
About Us
Guides for Independence provides Community Living Supports and skills training for adults with intellectual and developmental disabilities in Oregon. We help people pursue their personal goals, build independence, and participate in their communities.
About the Position
We are seeking an organized, detail-oriented Administrative Specialist with strong writing skills to support our agency’s daily operations and develop clear, practical policies and procedures.
This position combines administrative coordination, employee onboarding and training support, document management, and audit preparation. You will work with the Executive Director to turn agency practices and applicable Oregon Office of Developmental Disabilities Services (ODDS) requirements into documents that staff can understand and use.
This is an administrative support position reporting to the Executive Director.
Key Responsibilities
- Draft, revise, and organize agency policies, procedures, handbooks, forms, and training materials.
- Research applicable ODDS requirements and Oregon administrative rules, summarize findings, and recommend document updates for leadership review.
- Maintain document version histories, review schedules, and staff acknowledgment records.
- Support employee onboarding, new-hire paperwork, training coordination, and tracking of required credentials.
- Organize personnel and agency records with accuracy and confidentiality.
- Prepare audit materials, track outstanding documentation, and support follow-up on corrective actions.
- Assist with quality assurance reviews and improvements to administrative workflows.
- Coordinate deadlines, maintain spreadsheets, and communicate documentation needs to staff and leadership.
- Handle sensitive employee and participant information professionally and securely.
Required Qualifications
- Experience in administrative support, office coordination, records management, or a related role.
- Strong writing, editing, and proofreading skills.
- Ability to translate complex requirements into clear instructions and usable documents.
- Excellent organization, attention to detail, and follow-through.
- Proficiency with Microsoft Word, Excel, and Google Workspace.
- Ability to manage competing deadlines, work independently, and identify issues that need leadership review.
- Respect for the rights, privacy, choices, and dignity of people with disabilities.
Preferred Qualifications
- Experience with an Oregon I/DD provider, social services agency, healthcare organization, or other regulated setting.
- Familiarity with Oregon ODDS, Community Living Supports, Individual Support Plans, and person-centered services.
- Experience writing policies and procedures or supporting compliance reviews and audits.
- Experience coordinating employee onboarding and training records.
Relevant experience and demonstrated skills will be considered alongside education.
What We Offer
- Meaningful work supporting services for adults with disabilities.
- Collaboration with agency leadership.
- Opportunities to improve agency systems and develop professional skills.
- Variable, flexible schedule, at least 90% remote.
How to Apply
Apply through LinkedIn. Describe your administrative experience and any experience developing policies, procedures, or training materials.
Applicants may be asked to provide a writing sample. Please remove confidential or identifying information from any sample submitted.
Guides for Independence, Limited is an equal opportunity employer.
Pay: From $22.00 per hour
Expected hours: 30.0 – 40.0 per week
Benefits:
- Flexible schedule
Work Location: Hybrid remote in Portland, OR 97206
Salary : $22