Division Assistant III

SAIF’s Bend office is seeking a friendly face and welcoming voice for their new division assistants.

SAIF is driven by a vision of making Oregon the safest and healthiest place to work, and as you can imagine that entails a large and diverse team. For our divisional assistants, no two days are the same as they are emersed in a variety of tasks. They work with a wide range of staff from all divisions as well as our customers - processing documents, scheduling meetings, and planning events.

In general, the division assistant job takes someone who’s organized, detail oriented, a team player, has time management skills, and able to juggle multiple tasks. They need a diverse set of skills that includes basic Microsoft Office and SharePoint skills, analysis, and solid customer service.

We are looking to fill this crucial position in our Bend SAIF office, so if you like working on a team in a collaborative work environment, we invite you to apply.

Note: This is a Monday - Friday on-site position. On-site employees are required to travel to and from SAIF’s offices in Bend, Oregon on a regular basis at their own expense.

Responsibilities:

• Draft, format, produce, edit, and proofread a variety of documents as guided by general company practice. Research and obtain information for special assignments. Edit documents based upon request and research data discrepancies.
• Analyze problems and determine an approach to resolve the situation or develop recommendations for action by supervisor.
• Support departmental projects and processes, following up on pending details and coordinating work with other team members.
• Coordinate complex activities between departments and outside parties to ensure requests are carried out and activities completed.
• Enter data into computer systems, create or generate reports, and ensure data integrity. May audit files or reports to ensure data accuracy.
• Contact company personnel at all organizational levels to gather information and prepare reports.
• Provide a variety of fiscal services, such as budget monitoring, purchase ordering, payment posting, and verifying and routing invoices for payment.
• Make appointments, travel arrangements, and meeting arrangements.
• Update information on intranet sites by entering updates, posting documents, maintaining links, and other maintenance as assigned.
• Maintain department files.
• Provide on-site front desk reception in order to greet guests and coordinate office and on-site activities. Pick up, deliver, and respond to mail, phone calls, and inquiries on own initiative, routing correspondence to the appropriate person if necessary.
• Explore diverse perspectives and consistently behave sensitively toward differences in cultural norms, expectations, and ways of communicating. Work effectively with others who have different perspectives, backgrounds, and/or work styles.
• Continually sustain the Inclusive Leadership Competencies (ILC) through the Explorer level on an annual basis.

Recommended qualifications:

• Three or more years experience demonstrating ability to maintain system integrity, support department projects, and provide administrative support to a manager or department.
• A high school diploma or equivalent.
• Other combinations of skills and experience may be considered.

This recruitment will close on Monday, January 13, 2025.

If a sufficient number of qualified applications are received this recruitment may close early.