POSITION: Administrative Assistant

REPORTS TO: Finance & Operations Manager

POSITION OVERVIEW

As part of the Finance & Operations team (F&O), the Administrative Assistant will provide general support for Oxbow's administrative and business operations, including a oversight of the administrative office equipment and workspace. Additional core responsibilities include orchestrating staff technical support in partnership with an external IT service provider, processing background checks and other forms for volunteers and perspective hires, upkeep of internal filing systems and inventory lists, and other administrative tasks as needed in support of the Operations and Leadership teams.

JOB RESPONSIBILITIES

Office Administration & IT Coordination - approximately 60% of job function

• Oversight of Oxbow’s main phone line and general inquiry email inboxes, distributing messages to department leads when applicable
• Support Ops team in ensuring office spaces are functional and all internal systems work effectively (phones, internet, etc.) in each department as the staff technical needs grow
• Field staff support requests for IT help, connecting with external service provider after troubleshooting
• Facilitate setup of new and existing tech equipment for new hires in assistance with the external IT Service Provider, consulting current program budgets and notifying Bookkeeper and F&O Manager when items are low or a purchase is required
• Create and institute company-wide training document for Microsoft Office programs used, such as OneNote, OneDrive, SharePoint and Teams, as well as shared meeting space/vehicle scheduling in Outlook
• Assist the Office team in prepping the space for meetings, cleaning and organizing when needed

People Operations Support - approximately 30% of job function

• Manage data on BambooHR, Oxbow’s human resource management (HRM) platform, including staff contact info, signed documents, equipment used, and training per program area
• Map out working onboarding timelines for new hires between F&O Manager, Hiring Manager, and HR Service provider and training schedules for annual staff-wide policy & training
• Process background checks and pre-hire documents, assist with L&I and Workers Comp forms when received
• Work with F&O Manager and Volunteer team to spot opportunities to better track and maintain applicant and volunteer information internally to improve the process
• Purge data and sensitive documents annually according to Oxbow's document retention policy and GAAP standards
• Maintain up-to-date list of effective posting sites, list-servs, and hiring boards, supporting staff in pricing posts according to budget and linking all external sites to BambooHR
• Act as a resource for employees in need of HR guidance, connecting them with internal and  State L&I resources, our outside HR Service provider, and Benefit Insurance consultants
• Assist F&O manager in annual open enrollment benefit insurance renewal

Business Operations Support - approximately 10% of job function

• Manage inventory spreadsheet, working closely with the Operations teams to gather up-to-date vehicle, tech equipment, supplies, maintenance equipment and building data
• Assist F&O Manager in annual Liability & Auto insurance renewal, registrations, and company filings
• Working with the Bookkeeper, maintain digital filing system on SharePoint and office files, packaging up prior year data annually to be sent to storage in accordance with Oxbow's document retention policy
• Aid in cross-departmental CRM reporting, troubleshooting, and membership data entry with Program Coordinators, Business Development team, and Bookkeeper
• Receive, open, and document mail assisting F&O Manager and Bookkeeper with bank deposits
• Support Leadership team with additional administrative tasks as needed

QUALIFICATIONS

• 2+ years experience in a professional office environment with 1+ years of Administrative, HR, or IT support experience is preferred
• Passion for problem solving, finding efficiencies, creating and improving systems
• Familiarity and ease in navigating computers, Microsoft Office, NeonCRM (or other CRM systems), and ability to learn basic functions of registration software
• Demonstrated trustworthiness, confidentiality, and reliability
• Commitment to equity, inclusion, and social/environmental justice, connecting with Oxbow’s overall mission
• Positive professional attitude, flexibility, and commitment to working as a team
• Office 365 skills (Excel, Outlook, Word, SharePoint navigation) is a plus

EQUAL OPPORTUNITY COMMITMENT

Oxbow is committed to cultivating a culture of diversity and inclusion. We value the individual differences, life experiences, and knowledge that our staff members bring to their work and their communities. Valuing diversity is a significant part of our culture, our values, and the success of Oxbow’s mission.

Oxbow provides equal employment opportunities to all staff members and applicants for employment and prohibits discrimination and harassment of any type based on race, color, religion, age, sex, national origin, disability status, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

Oxbow is committed to fostering a racially diverse team. People of color are encouraged to apply.

COMPENSATION

This is a regular, full-time position, with a compensation package that includes 100% employer paid health, dental, vision and life insurance, competitive PTO, and 403b options. Salary is $19-$21/hr, depending on experience.

For first consideration, please apply by September 30th. Applications will be accepted on a rolling basis until position is filled.