Office Assistant

Department: Administration
Reports To: The Lavender Network Manager
Position Type: FTE 0.5, 20 Hours/Week, non-exempt
Work Type: In Person, Not Hybrid/Remote Eligible
Salary Range: $20.00 - $21.20/hour
Salary Note: Bilingual candidates are eligible for an additional $1.50 Bilingual Differential. This Bilingual Differential is not included in the salary range above.
Benefits Available: Read more at http://hivalliance.org/employment/benefits
Agency Overview: Read more at https://hivalliance.org/engage/careers-at-hivalliance/
External Applicants: Apply directly through our website, via the Agency Overview link. All applicants must submit a complete Job Application, Supplemental Questions, and resume via the Job Portal to be considered.

Please note: Recruiting scams are on the rise - Make sure to protect your information. HIV Alliance does not conduct interviews or ask for personal information (ID, Social Security, etc.) via text. Additionally, double check the email of who is communicating with you. Email communication from HIV Alliance uses @allianceor.org or comes from noreply@criterionhcm.com. Please report any suspicious activity to Human Resources at ostankey@allianceor.org and/or ldavis@allianceor.org .

Position Summary
The role of Office Assistant includes reception duties, which assist our clients in accessing The Lavender Network’s services. This position plays an important role as the face of the agency to everyone who comes into the office or calls on the phone. The Office Assistant will have a broad knowledge of The Lavender Network’s services, including services provided by HIV Alliance’s partner organizations on site. As the Office Assistant, you will assist the Lavender Network Manager in website maintenance, social media monitoring, and building maintenance and equipment requests.

Essential Functions and Responsibilities:

• Greet clients as they enter, determine if appointment is made, and assist clients as needed
• Provide new or potential clients with necessary program or services information/appointments
• Maintain appropriate boundaries with clients during all interactions
• Answer phone/manage all functions of phone system
• Communicate professionally, pleasantly, clearly, and effectively at all times in a compassionate and respectful manner
• Be comfortable discussing sexuality, diverse sexual practices, HIV transmission, safer sex techniques, and injection drug use with discretion and without any judgment or hesitation if no other staff is available to handle such calls
• Conduct opening and closing procedures and cultivate and ensure pleasant, clean and professional appearance of community areas
• Disinfect front lobby and reception area daily. Bleach and disinfect building entrance kiosk on a weekly basis.
• Organize incoming and outgoing mail, shipments, and filing packing slips appropriately
• Assist staff with general office management, copy, clerical projects and scheduling as needed
• Monitor The Lavender Network social media accounts and respond to incoming messages as appropriate
• Assist The Lavender Network Manager in purchasing office equipment and receiving building maintenance requests
Other tasks as assigned

Required Qualifications:

• TB test (provided at agency)
• Valid Oregon driver’s license, or valid out of state driver’s license with the ability to get an Oregon driver’s license within 30 days of establishing residency in Oregon, and a driving record sufficient to be covered by agency auto insurance policy.
• Ability to pass agency criminal background check
Minimum 1 year of experience with office administration or relevant administrative experience serving in a support role capacity in a professional office setting.

Physical Demands:

While performing the duties of this job, the employee is required to

• Repetitively use hands, including grasping, twisting/turning of wrists, and finger dexterity to perform various necessary clerical duties, such as typing and writing.
• Frequently use arms, including pushing and pulling to open & close drawers, cabinets, etc.
• Sit and/or stand for extended periods of time at an assigned station
• Bend, stand, and reach to be able to transport clients and to occasionally lift and carry up to 25 pounds for tasks such as building kits (harm reduction, naloxone, etc.) and assembling testing and educational materials.
• Use continuous clarity of vision at 20 inches or less for processing of paperwork

The physical demands described above here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

Working Conditions, Travel, and Environment:

The duties of this job require individuals to be able to work in non-traditional and community-based settings. Additionally, the duties of this job include travel to other locations necessary to complete essential job functions, including the ability to transport self to job-related events and locations. This role requires regular reliable attendance, including:

• Ability to work flexible hours, including early mornings, evenings, and weekends
• Ability to work 2-5 days per week for a minimum of 20 hours per week
• Ability to work in loud, crowded, or busy environments