Administrative Specialist "Represented"

Central City Concern is an innovative nonprofit agency providing comprehensive services to single adults and families in the Portland metro area who are impacted by homelessness poverty and addictions. We hire people that are skilled and passionate to meet our mission to end homelessness through outcome-based strategies which support personal and community transformation.

Schedule: 8am-5pm Mon-Fri

Location: Adminstrative Office Building- 232 NW 6th Ave Portland OR 97209

Compensation: $23.29/hr.

Seniority Bid Window Closes: 7/29/25 Open Until: Until Filled

The Administrative Specialist is integral to the day-to-day administrative operations/front desk of the Administration office. This position performs and coordinates a wide variety of administrative duties that require technical knowledge to make appropriate judgement on escalation points and will coordinate workflow of administrative functions. This role is required to be on site five days a week to open and close the Administration office and provide training and guidance to On-Call employees with administrative responsibilities.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Use sound judgment to manage visitors who may be under legal restrictions (e.g. restraining orders exclusions etc) ensuring the safety and legal compliance of all parties.
• Proactively identify opportunities for improvement within administrative office workflows and logistics.
• Train and support On-Call employees for the duties of the front desk.
• Receive and reconcile physical payments (cash checks money orders) for services housing deposits donations or payments to the organization using discretion to spot inconsistencies or potential fraud.
• Perform and coordinate administrative duties by handling sensitive information and PHI to determine when immediate escalation to clinical staff is required (e.g. disclosure of crisis or emergency). Using independent judgement under general supervision determine urgency of legal documents by logging delivery subpoenas or time-sensitive court materials.
• Review compliance documents such as employment verification forms or identity documents and escalate to the appropriate staff.
• Determine escalation destination for inbound/outbound phone calls as needed and route incoming calls to their appropriate destination within CCC.
• Supports employees in the office with administrative tasks.
• Review incoming tickets and/or inquiries and ensure appropriate workflow and timely completion.
• Coordinate office supplies logistics to include organization pickup and distribution.
• Responsible for office room calendars resolve scheduling conflicts that occur maintain conference rooms and training/meeting locations at the Admin office. Prepare meeting spaces for employees and/or guests.
• Process a variety of incoming and outgoing daily mail routing documents to their appropriate destinations within CCC.
• Distribute payroll checks to CCC employees.
• Opening and closing the Administration office daily.
• Responsible for all incoming emails and faxes; answer in a timely manner and/or route to their appropriate destination within CCC or externally.
• Greet all guests at Central City Concern (CCC) including clients vendors service providers and employees entering CCCs Administration building. Provide a welcoming environment to all who enter utilizing exceptional customer service and/or de-escalation skills.
• Maintain the highest level of office cleanliness and organization including reporting building concerns and following up on maintenance requests.
• Uphold and maintain the highest standards of confidentiality.
• Assisting with any/all additional tasks/responsibilities assigned by the Executive HR Coordinator.
• Perform other duties as assigned.

SKILLS & ABILITIES:

• Exceptional computer skills and the ability to learn and utilize technology.
• Good organizational problem solving and time management skills; ability to prioritize and meet deadlines.
• Detail oriented.
• Ability to maintain accurate records and necessary paperwork.
• Ability to communicate clearly and concisely orally and in writing.
• Ability to work effectively with a diverse population.
• Ability to take direction.
• Ability to maintain the highest standards of confidentiality.
• Ability to understand and follow oral and written instructions.
• Demonstrated ability to calmly and effectively de-escalate conflicts
• Ability to complete required assigned training

MINIMUM QUALIFICATIONS:

• High school education or GED required.
• Minimum of two (2) years experience working in an office environment at the front desk and providing administrative support and customer service preferably in a large nonprofit or community service organization.
• Intermediate competency in Microsoft Office Suite.
• Demonstrated proficiency with sending and responding to emails in a timely manner.
• Knowledge and experience using Trauma Informed Care preferred.
• Physical ability to bend stoop kneel squat twist reach pull and lift heavy objects.
• Must be able to climb stairs several times a day.
• Must pass a pre-employment drug test TB test and background check.
• Must adhere to the agencys non-discrimination policies.
• Must adhere to all agency policies.
• Physical ability to bend stoop kneel squat reach twist and pull and lift heavy objects up to 50 lbs. 3 feet off ground several times per shift.
• Ability to effectively interact with co-workers and clients with diverse ethnic backgrounds religious views political affiliations cultural backgrounds lifestyles and sexual orientations and treat each individual with respect dignity and empathy.
• If using a vehicle for agency use you must possess a current drivers license have access to a vehicle and qualify as an Acceptable Driver as designated in Central City Concerns Fleet Safety policy. Must pass an initial driver training within 60 days of being approved and continued recertification training. Must maintain a minimum vehicle insurance coverage of $100000/$300000 personal auto liability coverage.
• Ability to adhere to Central City Concerns drug-free workplace which encourages a safe healthy and productive work environment and strictly complies with the Drug-Free Work Place Ace of 1988. An employee shall not in the workplace unlawfully manufacture distribute dispense possess or use a controlled substance or alcohol.

AFSCME Union:

This role is a Union Represented position through; American Federation of State County and Municipal Employees (AFSCME). You can find more information about your representation here

BENEFITS: Central City Concern offers an incredible benefits package to our Regular/FT employees

• Generous paid time off plan which provides up to 4 weeks of PTO accrual in the first year. Accrual increases with longevity.
• Amazing 403(b) Retirement Savings plan with competitive employer match with 4.25% in the first year 6% in the second year and 8% in the 3rd year.
• 11 recognized Holidays 2 Personal Holidays
• Comprehensive Medical Vision and Dental insurance coverage.
• Employer Paid Life Short Term Disability AND Long Term Disability Insurance!
• Excellent relocation package for those roles that qualify.

This description is intended to provide a snapshot of the work performed and is not designed to contain a comprehensive inventory of all duties responsibilities and qualifications required of the position.

As an agency deeply rooted in recovery part of our policy and commitment to a drug and alcohol-free workplace includes post-offer pre-employment drug screens. Please note we follow Federal Guidelines regarding prohibited substances even for those legal at the state level.

Central City Concern is a second chance employer and complies with applicable laws regarding consideration of criminal background for employment purposes. Government regulations contractual requirements or the duties of this job may require CCC to conduct a background check and take appropriate action to address prior criminal convictions.