Title: Finance Administrative Assistant
Position Classification: Administrative Assistant
Department: General Administration
Reports to: Finance Director
This position is a full time limited duration appointment. Limited duration appointments are only up to two years. It can end at anytime.
ABOUT OREGON CASCADES WEST COUNCIL OF GOVERNMENTS (OCWCOG)
OCWCOG manages a variety of local, State, and Federal programs to serve residents, local governments, and businesses in our tri-County Region. OCWCOG is recognized by the State of Oregon as an Area Commission on Transportation (ACT) and a Type B Medicaid Transfer Agency. Additionally, the association is recognized by the Federal Government as an Area Agency on Aging (AAA), an Economic Development District (EDD), an Economic Development Revolving Loan Fund Coordinator, a U.S. Department of Agriculture Revolving Loan Agency, and staffs the two Metropolitan Planning Organizations (MPOs) in the Region. These designations increase OCWCOG’s ability to serve our communities’ needs.
As an Oregon intergovernmental entity, in addition to the programs and services that OCWCOG is required by State or Federal contract to provide, OCWCOG helps businesses find appropriate capital; facilitates seniors and persons with disabilities plan for independent living; coordinates local road improvement priorities; and assists with administration and technical support for its member governments.
Each program works towards OCWCOG’s mission of helping the Region’s communities collaborate to solve problems and connect member governments, businesses, and individuals with a wide array of resources.
SUMMARY OF POSITION
Performs a variety of Finance administrative and clerical duties in support of the Finance Department, e.g., download and format reports, processes daily incoming and outgoing mail, completes forms, maintains agency archive processes, data entry and processing. Provides budget support to the Finance Director and Executive Director. Provides administrative support for a variety of special projects. Provides back up support of the General Administration Executive Assistant.
Engages in effective team participation through willingness to assist and support co-workers, supervisors, and other work related-associations. Develops good working relationships with division and agency staff and supervisors through active participation in accomplishing group projects and in identifying and resolving problems in a constructive manner. Demonstrates positive acceptance of constructive feedback and suggestions, in an effort to strengthen work performance. Contributes to a positive, respectful and productive work atmosphere. Regular attendance is required to meet the demands of this job and to provide necessary services.
ESSENTIAL JOB DUTIES
- Provides administrative and clerical support to the Finance Director as assigned.
- Collects and organizes agency work program and budget work papers to prepare the final budget document.
- Provides clerical support to the Finance Director and Executive Director regarding budgetary information and compilation.
- Maintains working knowledge and skills to operate specialized finance & accounting software to be back-up for the Accounting Staff, as needed.
- Reviews and enters monthly journal entries as assigned.
- Coordinates meeting logistics and develops meeting agendas in support of project related meetings.
- Organizes and maintains all Finance Department files and filing system.
- Completes annual year end purge of accounting files and set up new year files
- Coordinates communication with photocopier vendor. Performs monthly audit of copier counts and submits report and enters approved monthly journal entry.
- Processes approved monthly supply orders for all agency departments.
- Processes business card orders for the agency.
- Maintains the agency archive schedule.
- Handles confidential documents, various reports, contracts and letters as assigned.
- Produces reports as requested.
- Provides back up walk in and phone reception for GA
- May provide administrative and clerical support to the COG Board and Executive Committee. Develops, produces, and distributes agenda packets according to established time lines; conducts call backs for attendance and ensures a quorum is available; locates facilities and arranges for catering services; schedules and sets up meeting room; and takes and transcribes meeting minutes.
- Provides administrative support to agency non-profits as assigned.
- Updates appropriate web pages.
- Provides other clerical support as needed.
OTHER JOB DUTIES
- Provides back up clerical support to the Executive Director and other General Administration support staff as needed.
- Performs other related duties as assigned by supervisor.
SUPERVISION RECEIVED: Receives general supervision from the Finance Director.
SUPERVISORY RESPONSIBILITIES: None.
Work is generally performed in an office environment with routine computer and telephone usage. Position requires sitting and typing for long periods of time. Position may require attendance at occasional evening meetings. Occasional travel throughout the three-county area may be required to pick up meeting supplies, run errands for the program, attend trainings, or visit other COG work sites.
Experience and Training
Bachelors degree in business or accounting, plus two (2) years experience in the preparation, administration and monitoring of contracts; OR, any satisfactory equivalent combination of education, training and experience which demonstrates the knowledge, skills and abilities to perform the job.
Knowledge, Skills and Abilities
- Knowledge and ability to apply strong organizational skills;
- Proficiency in the use of Microsoft software, and ability to assist and train others in software applications;
- Knowledge of business English, spelling and punctuation;
- Knowledge of modern office practices and procedures;
- Knowledge of general bookkeeping procedures;
- Skills in performing detailed and complex clerical tasks,
- Ability to maintain confidentiality of PII and HIPAA data;
- Ability to understand verbal and written operating instructions and procedures and to initiate suggestions for appropriate involvement;
- Ability to read, prepare and understand statistical reports and recognize mathematical and/or data entry errors;
- Ability to exercise time management to accomplish both daily tasks and on-going projects;
- Ability to work with staff and the public in a courteous and efficient manner;
- Ability to identify and refer significant policy inquiries to supervisor;
- Ability to work independently and handle multiple projects and a high volume of work;
- Ability to initiate own work with a minimum of supervision;
- Ability to operate a variety of standard office machines and equipment;
- Ability to communicate well orally and in writing;
- Ability to take or transcribe from tape accurate meeting minutes;
- Ability to type accurately and efficiency in document preparation;
- Ability to use, and knowledge of, personal computers and Microsoft software.
Licenses, Certificates, & Other Requirements
- Possession of a Valid Oregon driver’s license or ability to obtain reliable transportation in
- Position requires successful completion of a criminal history check.
- This job description in no way states or implies that these are the only duties to be performed by an employee occupying this position. Employees are required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor.
- Requirements are representative of minimum levels of knowledge, skills and abilities. To successfully perform this job, the employee will possess the abilities or aptitudes to perform each duty proficiently.
Starting salary is $16.99 - $22.84 /hourly DOQE. A step increase will be awarded upon successful completion of a probationary period (typically six months), and then annually thereafter to the top of the range. OCWCOG offers an attractive benefits package including:
Retirement – OCWCOG pays both the employer’s percentage, and employee’s six percent (6%) contribution into the Oregon Public Employees System (PERS). In addition to PERS, OCWCOG pays into Social Security.
Insurance – For select plans, OCWCOG currently pays one hundred percent (100%) of the insurance premiums for the employee and their eligible dependents. The insurance package includes medical, prescription, dental and vision coverage, alternative care, life, accidental death and dismemberment, as well as long-term disability.
Holiday Leave – OCWCOG provides ten and one half (10 ½) fixed holidays, plus two (2) personal days during each fiscal year.
Additional Benefits – Deferred compensation options, Long-term care Insurance, Employee Assistance Program, Credit Union memberships, and options to participate in pre-tax Health Savings Account or Flexible Spending Account.
Sick Leave – Full-time employees accrue eight (8) hours of sick leave each month.
Vacation Leave – Full-time employees accrue vacation leave each month according to the following schedule:
0-36 months - 8 hours/month
37-72 months - 10 hours/month
73-144 months - 14 hours/month
145 months and above - 16 hours/month
This position is represented by the Service Employees International Union (SEIU), pursuant of the Collective Bargaining Agreement.
Possess a valid Oregon Driver’s License, or have the ability to obtain reliable transportation in order to travel throughout the three-county area is required.
If you are offered employment, the offer will be contingent upon the outcome of a criminal records check, and the information will be shared with Human Resources. Any criminal history will be reviewed and could result in the withdrawal of the offer or termination of employment.
You must submit the following application materials to be considered as a viable candidate:
A current resume that clearly describes your experience, skills, and/or knowledge related to the requirements of the position and demonstrates that you meet qualifications of the position listed above.
A cover letter explaining how your background, experience and training qualify you for this position. Please describe your experience and training specifically as they relate to the Desired Attributes.
If you are an eligible veteran and wish to claim veterans’ preference points AND you also meet the minimum qualifications for this position, the points will be added to your score. To receive veterans’ preference points, you MUST attach to your application materials the following required documentation:
• A copy of your DD214/DD215 form; OR a letter from the US Dept of Veteran’s Affairs indicating you receive a non-service connected pension for the five (5) point preference.
• A copy of your DD214/DD215 form; AND a copy of your veteran’s disability preference letter from the Dept. of Veterans’ Affairs for the ten (10) point preference.
If you have any questions please contact HR at email@example.com. In the subject line please include the position title and the posting number 202112.
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