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Career Opportunities: Administrative Assistant - Behavioral Health Office (24513) Requisition ID 24513 - Posted 08/08/2024 - CareOregon - Full Time - Permanent - Portland - Multi Location (2) Job Description Print Preview Position Title: Administrative Assistant - Behavorial Health Office Department: Behavorial Health Title of Manager: Title of Manager: Planning and Operations Manager - Behavorial Health Supervises: Supervises: Non-supervisory position Exemption Status: Exemption Status: Non-Exempt Pay and Benefits: Pay and Benefits: Estimated hiring range $51,800 - $63,320 / year, 5% bonus target, full benefits. www.careoregon.org/about-us/careers/benefits Posting Notes: This is a fully remote role open to Oregon and Washington candidates. General Statement of Duties This position provides administrative support and facilitates efficient operations for the assigned department by performing a variety of clerical and administrative tasks. Essential Position Functions The following are common responsibilities, which may vary by department: Draft, produce, and complete a variety of correspondence, including documents and emails. Enter, track, and report data using spreadsheet software; this may include simple charts or graphs. Compile, organize, and submit expense reports and invoices for payment. Answer calls and and respond to inquiries, take messages, or route calls accordingly. Welcome and respond to in-person visitor questions. Retrieve information as requested from records, email, minutes, and other related documents; prepare written summaries of data when needed. Respond to and resolve administrative inquiries and questions. Coordinate and schedule meetings and appointments as needed. Coordinate multi-stakeholder collaborative meetings including organizing speakers, material collation, space and catering needs, and travel arrangements for incoming staff as needed Prepare agendas and schedules for meetings. Create or update presentation materials as needed. Record and distribute minutes and/or other materials for meetings. Assist with travel arrangements. Organize and maintain files to assure timely retrieval of information as requested. Locate, assemble, edit and summarize material, information and data as requested. Maintain office supplies and coordinate maintenance of office equipment. Establish and maintain cooperative and productive working relationships with internal and external contacts. Essential Department and Organizational Functions Propose and implement process improvements. Meet deadlines for completion of workload. Maintain agreed upon work schedule. Demonstrate cooperation and teamwork. Provide cross-training on specific job responsibilities. Meet identified business goals that contribute to departmental goals. Perform other duties as needed. Knowledge, Skills and Abilities Required Proficient in Microsoft Office Suite or related software; project management software may be helpful Strong verbal and written communication skills, including business writing skills Strong interpersonal and customer service skills Strong grammar, spelling and proofreading skills Excellent organizational and record keeping skills; strong attention to detail Basic understanding of clerical procedures and systems such as recordkeeping and filing Ability to effectively manage multiple responsibilities with changing priorities Ability to use good judgment and take initiative Ability to work independently and collaboratively Ability to interact with a variety of internal and external customers Ability to build and maintain effective working relationships Ability to work in an