Half-time Administrative Assistant

Oregon Rural Action is a force for progressive public policy and grass-roots democracy inOregon. ORA is a 501(c)(3) nonprofit organization working to promote social justice, agricultural and economic sustainability. We empower people by providing information and tools for addressing the issues affecting our communities. We are a member group of the Western Organization of Resource Councils.

We envision the responsible and sustainable use of our natural resources and agricultural lands, a region of social livability and equality, thriving and diverse local economies, and opportunity for present and future generations.

Staff Role Within the Organization

Because the development of the leadership of both current and potential ORA members is critical to our success, much of our staff work focuses on improving each member’s ability to participate in the organization and to affect change within the community. The organization is democratically controlled by its members through the Board of Directors. We operate and make decisions based on our mission, vision and our values: Democracy, Participation, Leadership Development, Diversity & Cooperation, Justice and Stewardship.

The staff receives direction from the Staff Director, who assigns the tasks necessary to carry out the Board’s directions.

Job Summary

This half-time position encompasses several duties including membership coordination (about 50%) and office management/administrative assistance (about 50%).

While each employee at ORA has individual work assignments, the entire staff works together as a team to accomplish the goals set by the membership and Board of Directors. The position of Administrative Assistant is key to the success of ORA because s/he is responsible for running the office in such a way that ORA can efficiently accomplish its goals. S/he is responsible for keeping accurate organizational records, tracking both incoming and outgoing mail, accurately tracking correspondence, guaranteeing that all monies received are accurately tracked and accounted for, ensuring that office systems are efficient and thorough, and coordinating the use and maintenance of all office equipment. Essentially, the Administrative Assistant’s job ranges from the mundane to the strategic, and it must be done in a helpful, confidential, and professional manner.

The Administrative Assistant is a salaried, half-time position (20 hours per week) that includes an employee health insurance stipend. The Administrative Assistant is supervised by the ORA Staff Director. Compensation and benefits are defined in the employment agreement contract.

Necessary Qualifications

An Administrative Assistant must be highly organized, detail oriented, and able to handle various tasks efficiently in a busy office setting. S/he must maintain a positive and helpful attitude when facilitating the work of other staff and interaction with members. S/he must have excellent interpersonal communication skills. S/he must be familiar with the various computer software systems used by office staff, which include but are not limited to: Microsoft Office Systems, Quickbooks and various database systems. The Administrative Assistant must be familiar with or able to quickly learn CiviCRM, GoogleApps, InDesign, and our website platform system; individual must be willing to learn new systems as needed. The Administrative Assistant must have experience with, or willingness to learn, the Mac Operating System. S/he must have professional business writing skills. S/he must be willing and able to take direction and work independently.

Specific Responsibilities

  • Membership Coordination

Ensuring our database is accurate, member dues are renewed and contributions are carefully tracked and recorded is critically important to our internal fundraising and financial sustainability. Duties include:

  • Coordinate Membership Renewal process with other staff, members and Board – monthly

  • Send thank you notes and acknowledgements – as needed

  • Monitor and track Membership Renewal rate and provide this information to staff and Board – monthly

  • Track, record and maintain records of all automatic and other contributions, contact contributors if there are problems and provide written acknowledgement

  • Manage the database:

  • Keep contact info., contributions and memberships up-to-date – monthly

  • Develop volunteer base to help with membership coordination

  • Send out tax letters – annually

  • Coordinate bulk mailings

  • Update and distribute new member packet to all new members

  • Co-lead the Annual Appeal with the Staff Director

Office Management

  • Ensuring that the public display materials in the office are organized and updated – as needed

  • Initiate and organize office cleaning through a rotating pool of the entire staff – weekly

  • Ensure that office utility services and equipment are reliable and maintained

  • Develop and maintain filing system

  • Greet people who come in the office, answer the phone and check messages daily

  • Ensure that necessary office supplies and commonly used materials are always available

  • Collect and open mail; monitor bill due dates and take action as needed

  • Keep brochures, fact sheets, thank you notes and other materials in stock

Administrative Assistance

  • Take notes at staff meetings

  • Help plan and facilitate the Annual Meeting and other meetings

  • Send Board mailings with help from Board secretary

  • Ensure that the official Board notebook is updated and distributed to each new Board member

  • Assist Staff Director with additional tasks as needed

  • Deposit all moneys per deposits protocol, record in database and provide records to be entered in Quickbooks

The Administrative Assistant is responsible for performing the administrative tasks necessary to accomplish his/her job.This includes, but is not limited to:

  • Filling out monthly time sheets, and other office paperwork as appropriate (e.g., requests for leave, sick leave, reimbursements);

  • Participating in and assisting with trainings for staff, member leaders, and other members for their leadership development;

  • Attending staff meetings, ORA annual meeting, Western Organization of Resource Council summer meeting and other meetings and events as requested;

  • Taking on additional assignments when other staff persons are absent and as requested.

Send resume, cover letter responding to questions below, and contact information for three references to:
Administrative Assistant Search, Oregon Rural Action, P.O. Box 1231, La Grande, OR 98750
Cover letter questions:

  • Why do you want this position?

  • What experience do you have as an Administrative Assistant?

  • What are your organizational skills?

Review begins June 1, 2018. Applications will be accepted until the position is filled.

Oregon Rural Action is an Equal Employment Opportunity and Affirmative Action employer. Applicants are welcome regardless of sex, race, religion, age, national origin, marital status, sexual orientation, gender identity or disability.

Job Type: Part-time