Administrative Assistant- HR

Administrative Assistant- HR

This position provides administrative support and facilitates efficient operations for the assigned department by performing a variety of clerical and administrative tasks.

* This position has a requirement to be in office 3x per week.

Estimated Hiring Range:
$25.92 - $31.68

Bonus Target:
Bonus - SIP Target, 5% Annual

Current CareOregon Employees: Please use the internal Workday site to submit an application for this job.

Essential Responsibilities

• The following are common responsibilities, which may vary by department:
  • Draft, produce, and complete a variety of correspondence, including documents and emails.
  • Enter, track, and report data using spreadsheet software; this may include simple charts or graphs.
  • Compile, organize, and submit expense reports and invoices for payment.
  • Answer calls and respond to inquiries, take messages, or route calls accordingly.
  • Welcome and respond to in-person visitor questions.
  • Retrieve information as requested from records, email, minutes, and other related documents; prepare written summaries of data when needed.
  • Respond to and resolve administrative inquiries and questions.
  • Coordinate and schedule meetings and appointments as needed.
  • Coordinate multi-stakeholder collaborative meetings including organizing speakers, material collation, space and catering needs, and travel arrangements for incoming staff as needed
  • Prepare agendas and schedules for meetings.
  • Create or update presentation materials as needed.
  • Record and distribute minutes and/or other materials for meetings.
  • Assist with travel arrangements.
  • Organize and maintain files to assure timely retrieval of information as requested.
  • Locate, assemble, edit and summarize material, information and data as requested.
  • Maintain office supplies and coordinate maintenance of office equipment.
  • Establish and maintain cooperative and productive working relationships with internal and external contacts.
• Propose and implement process improvements.
• Meet deadlines for completion of workload.
• Maintain agreed upon work schedule.
• Demonstrate cooperation and teamwork.
• Provide cross-training on specific job responsibilities.
• Meet identified business goals that contribute to departmental goals.

• Perform work in alignment with the organization's mission, vision and values.
• Support the organization's commitment to equity, diversity and inclusion by fostering a culture of open mindedness, cultural awareness, compassion and respect for all individuals.
• Strive to meet annual business goals in support of the organization's strategic goals.
• Adhere to the organization's policies, procedures and other relevant compliance needs.
• Perform other duties as needed.

• Minimum 1 year experience in an administrative support role

• Experience working with clinics, healthcare, or health insurance helpful
• Experience working in human resources preferred

• Basic understanding of clerical procedures and systems such as recordkeeping and filing

• Proficient in Microsoft Office Suite or related software; project management software may be helpful
• Strong verbal and written communication skills, including business writing skills
• Strong interpersonal and customer service skills
• Strong grammar, spelling and proofreading skills
• Excellent organizational and record keeping skills; strong attention to detail
• Ability to effectively manage multiple responsibilities with changing priorities
• Ability to use good judgment and take initiative
• Ability to work independently and collaboratively
• Ability to interact with a variety of internal and external customers
• Ability to build and maintain effective working relationships

• Ability to work effectively with diverse individuals and groups

• Ability to learn, focus, understand, and evaluate information and determine appropriate actions
• Ability to accept direction and feedback, as well as tolerate and manage stress
• Ability to see, read, hear, speak clearly, and perform repetitive finger and wrist movement for at least 6 hours/day

• Ability to lift, carry, push, pull and/or pinch small objects for at least 1-3 hours/day