Office Assistant II

Aging and Long Term Care of Eastern Washington

Job Title: Office Assistant II – Generalist

Department: Administrative Team

Supervisor: Executive Assistant

Supervises: N/A

Exempt/ Non-Exempt: Non-Exempt

Job Summary

This position is responsible for providing administrative and clerical support to staff.  This position requires effective communication skills, professional problem solving, versatility, flexibility and the ability to prioritize assignments while meeting deadlines.  Primary duties include: entering information into various databases, tracking and archiving agency contracts, assisting in entering and gathering program metrics, taking minutes in public meetings, providing receptionist coverage and offering general office support for the Agency.  This position is under the supervision of the Executive Assistant.

Our Mission: As an Area Agency on Aging we promote well-being, independence, dignity, and choice for older persons and all individuals needing long-term care in our five-county area.

Our Values:  At Aging & Long Term Care, we have four core values: Dignity, Compassion, Knowledge, and Service. Our work is guided by a shared set of values that reflect our commitment to the people and communities we serve. These values shape how we show up for older adults, people living with disabilities, caregivers, and each other. They’re more than words on paper, they are the foundation of our mission and the spirit behind every connection that we make.

Our Culture: Our agency possesses a positive, welcoming environment. We provide a variety of wellness services, foster employee engagement through peer recognition and regular staff social activities. Our employee assistance programs foster health and well-being. Employees are regularly offered opportunities to socialize together, and volunteer in the community.

Benefits:

• 37.5-hour full-time work week
• Medical insurance (5 plan options) with low deductibles; premiums are paid 100% for the employee
• Dental insurance (3 plan options); premiums are paid for the employee and family members
• Vision care insurance
• Long-term disability and life insurance
• Generous paid vacation and sick leave, plus 12 paid holidays
• Flexible spending accounts for qualifying medical and dependent care expenses
• Department of Retirement Systems pension/retirement plan
• 457/Roth payroll IRA options
• Wellness and employee assistance program
• Paid premiums for Washington Paid Family & Medical Leave and WA long term care benefits
• Ample training for development of program expertise and personal growth
• We are a qualifying employer for the Public Student Loan Forgiveness Program

Essential Duties and Responsibilities include the following:

• Administrative support, data input, and word processing for staff, as assigned.
• Provide data entry, editing and report generation for various agency and governmental data systems, including coordinate receipt of data, data entry and analysis.
• Compile, review, and prepare monthly Planning and Management Council meeting packets for mailing and Governing Board meeting packets for e-mailing.
• Set up meeting rooms for public meetings and take minutes in meetings as assigned.
• Provide back up in the receptionist area as assigned.
• Copy/Mailroom tasks and responsibilities that ensure smooth processing of outgoing mail, including preparing DMS mailing, timely processing of copy requests, and conducting weekly inventory, supply ordering and tracking including supplies for maintenance of facilities.
• Provide training and support for office equipment, including copiers and printers.
• Update ALTCEW website as requested.
• Track and file Agency contracts in both paper and digital form.  Maintain organization and archive files as needed.
• Other duties as assigned.

Skills, Knowledge, and Abilities

Skills, Knowledge and Abilities Skills, knowledge, abilities, and experience are required in computer software; specifically, Microsoft Office Word and Outlook.

• Experience working with databases required. Prefer experience with Excel, Power Point, Access, Publisher, and Adobe Acrobat.
• Must have a clear understanding of, and experience developing and inputting data into a variety of computer databases, including the ability to generate queries/reports.
• Must have the ability to learn and operate other computer applications as required to complete all work as assigned.
• Requires ability to work independently and as part of a team both within and outside of your department.
• Demonstrates effective oral and written communication skills with the ability to establish and maintain positive professional relationships with a diverse group of individuals.
• Ability to understand and follow verbal and written directions, conceptualize projects and tasks, and efficiently complete a variety of work assignments. Ability to maintain confidentiality.
• Ability to type 45 wpm, and possess excellent grammar, spelling and document formatting skills. Ability to prioritize and re-prioritize changing tasks.

Physical Demands

• Proficient in typing and keyboarding with manual dexterity for accurate repetitive tasks and occasional periods of writing. Typing and keyboarding includes up to 7.5 hours per day.
• Strong verbal communication including speech, visual, and hearing skills for interacting with clients, colleagues, and the public. 
• Ability to sit for extended periods and maintain good hand-eye coordination. 
• Capable of performing tasks that involve bending, stretching, stooping, reaching, and occasional climbing.
• Ability to lift and move objects up to 20 lbs. and work in various environmental conditions including office and remote settings. 
• This position is required to perform the essential functions of the position in the office, full-time.
• This position does not involve remote work.

Behavioral Expectations

Maintains a friendly, courteous, and respectful demeanor Communicates effectively in one-on-one and small group settings. Capable of being a collaborative team member contributing to the organization's goals. Takes initiative to achieve work objectives and consistently demonstrates honest and ethical behaviors. Establishes positive relationships with clients, volunteers, coworkers, team, and supervisors. Represents the agency in a positive and professional manner. toward clients, coworkers, and volunteers. Exhibits compassion for our clients and their well-being.

Minimum Qualifications 

Some college or technical degree and one to two years of verifiable clerical experience; or, high school diploma/GED and two to three years verifiable clerical experience. Experience in the local social services field is preferred.

Background check

This position also requires a criminal background check (WAC 388-133). Must have and maintain a valid form of ID.