FT Administrative Specialist

Northwest Housing Alternatives (NHA) is seeking an Administrative Specialist. As a member of the NHA team, the Administrative Specialist reports directly to the Director of Finance and provides office and administrative support for NHA staff. A successful candidate should be versatile, flexible and self-motivated, with a positive attitude and willingness to contribute to a teamwork environment. NHA is located in Milwaukie, OR. Our mission is to provide affordable housing to Oregonians with low incomes including families, seniors, people with disabilities, and people experiencing homelessness. NHA is committed to a diverse workforce.

RESPONSIBILITIES 1. Process incoming cash receipts and maintain daily cash log. 2. Open and distribute mail to appropriate individuals. 3. Provide reception services for the office. 4. Provide information referral for individuals seeking housing assistance 5. Work with management in establishing and maintaining centralized filing system for NHA. 6. Review, proof and final format documents prior to mailing or distribution. 7. Assist departments with mass mailings and other correspondence. 8. Photocopy and assemble documents for grant and housing development applications. 9. Provide staff support for the board meetings including maintaining the board roster, assembling and mailing board packets, ordering refreshments and taking minutes at the monthly board meetings. 10. Purchase office supplies, equipment, letterhead and special forms and implement a system for order tracking and maintaining a proper level of inventory. Maintain inventory system for office equipment with warranties. Research new purchases of equipment. 11. Plan events for staff and board recognition such as birthdays, anniversaries, departures and holiday gatherings. Plan and organize office events such as file day, volunteer activities or work parties. 12. Assist staff with computer difficulties. Work with technical consultant to install and upgrade computer systems. 13. Manage company-wide Outlook calendars and contact list 14. Manage MS Exchange Server details 15. Coordinate staff attendance and travel plans for conferences and trainings. 16. Work with shelter staff to coordinate incoming item donations. 17. Other duties may include: assist in maintaining databases, explore options to increase efficiency and reduce costs within the office, design or update forms and policy and procedure manuals as directed, and other duties as assigned.