Office Administrator

JOB DESCRIPTION JOB TITLE: Office Administrator GROUP: Administration SUPERVISOR: Operations Supervisor ACCOUNTABLE TO: Director of Finance and Administration SCOPE OF WORK: The Urban League of Portland’s Office Administrator provides administrative and operational support across all programs areas and has the responsibility to project a professional and positive first impression on behalf of the organization, as well as in support of its social policy initiatives and agenda to ensure successful fulfillment of the League’s mission.

The Office Administrator is responsible for a variety of day-to-day office and clerical tasks.

The Office Administrator is an integral part in ensuring that our office operations run smoothly and is successful in supporting other business activities to ensure that office operations are efficient and to add maximum value to the organization.

ESSENTIAL DUTIES AND RESPONSIBILITIES:Contributes to the Urban League of Portland’s commitments, initiatives and goals in performing the following duties: 1.

Supervise the Administrative Assistant and Receptionist for ongoing tasks and duties which include: * Mailing* Supplies* Equipment* Bills* Errands 2.

Oversee the Procurement process to completion in collaboration with the Finance Department3.

Make sure the office condition is impeccable and arrange necessary repairs.

Serve as the liaison to PCRI, as the building manager, and track all building, maintenance, and parking issues.4.

Assist in all vendor relationship management.5.

Manage the League’s organization-wide calendar, both internally and public facing.6.

Maintain Urban League Organizational Chart, and other organizational administrative documents and support the receptionist in the upkeep of the organization staff roster and phone tree.7.

Manage the budget for office supplies and printing.

Oversees the ordering of supplies for all staff.8.

Oversee and propose operations and administrative procedures and processes to streamline the workflow and support efficiency.9.

Uphold and adhere to the Urban League of Portland’s policies and support management decisions and goals in a positive, proactive manner.10.

Support the Administrative Assistant and Receptionist in their roles, as needed.11.

Maintain a welcoming atmosphere for Urban League clients.12.

Provide administrative support, as needed, for all programs, events, and activities.13.

Represent the Urban League when speaking to individuals and organizations that are interested in learning more about getting involved with the agency.14.

Supervise in the sorting and distribution of mail and assist the Administrative Assistant and Receptionist with bulk mailings, as needed.15.

Other duties as assigned.

QUALIFICATIONS AND SKILLS: * A two or four-year college degree and three (3) years relevant experience.* Proficiency in Microsoft Office Suite.* Excellent writing, proofreading, and oral communication skills.* Excellent critical thinking and problem-solving skills.* Commitment to our mission.* Ability to work accurately with close attention to detail.* Ability to operate basic office equipment (fax, copy machines) and troubleshoot.* Ability to maintain confidentiality of sensitive information.* Excellent organizational skills with the ability to follow through and meet deadlines.* Ability to positively represent the Urban League of Portland when working with other organizations, staff, and the community.

PHYSICAL REQUIREMENTS: * Prolonged periods of sitting at a desk and working on a computer.* Must be able to lift up to 15 pounds at times.

About the Urban League of Portland: Established in 1945, the Urban League of Portland is one of the oldest African American service, civil rights, and advocacy organizations in the region.

We are part of a network of over 90 National Urban League Affiliates across the country and are recognized as one of the leading voices for African Americans and others in Oregon and Southwest Washington.

We are a key coalition-builder amongst other organizations, and work extensively with both traditional and emerging groups, the faith-based community, businesses, and other organizations, including those serving immigrants and refugees.

The Urban League of Portland’s mission is to empower African Americans and others to achieve equality in education, employment, health, economic security, and quality of life.

Our programs include a distinctive blend of direct services, organizing, outreach, and advocacy.

We offer workforce services, community health services, summer youth programming, senior services, meaningful civic engagement opportunities, and powerful advocacy.

Equal Opportunity Statement: The Urban League of Portland is an affirmative action and equal opportunity employer.

All qualified employees and applicants will receive consideration for employment without regard to race, color, national origin, religion, creed, age, sex, sexual orientation, marital status, mental or physical disability, or status as a Vietnam-era or special disabled veteran in accordance with applicable federal and state laws.

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