Administrative and Communications Specialist

$60,000 - $65,000/Yr

Unclassified - Salem, OR

Full-time

Remote - Salem, OR

About the position

The Administrative and Communications Specialist will provide comprehensive administrative, organizational, and communication support to the Executive Director and the organization. This role is essential in ensuring that the Executive Director's schedule is managed effectively, and that all communications and documentation are handled with precision and professionalism. The specialist will be responsible for scheduling appointments, maintaining office schedules, and coordinating meetings, ensuring that all conflicting demands are resolved efficiently. In addition to scheduling and organizational tasks, the specialist will utilize word processing software to create complex documents, including letters, newsletters, and memos. Proofreading and editing skills are crucial, as the role requires examining documents for completeness and accuracy, correcting errors, and ensuring clarity in all communications. The specialist will also create and maintain Excel templates to track various organizational requirements, regularly updating these spreadsheets to reflect current data. The role involves attending board and committee meetings, recording proceedings, and drafting minutes for approval. The specialist will ensure that all legal notifications for meetings are made and that public records requests are handled in compliance with Oregon Public Records Law. Additionally, the specialist will serve as an Oregon Notary Public and will be responsible for managing external communications, including email newsletters and social media content. The ability to work collaboratively in a team environment and assist other staff as needed is also a key aspect of this position.

Responsibilities

• Schedule appointments, meetings, and locations.
• Maintain office schedules, calendars, and related organizational processes.
• Coordinate meetings and calendars for the Executive Director.
• Resolve conflicting demands.
• Use word processing software to type complex detailed documents including letters, newsletters, memos, minutes, and other material from general instructions.
• Proofread and edit documents, presentation materials, brochures, and other materials for grammar, clarity, punctuation, and spelling.
• Examine documents for completeness and accuracy; correct errors as necessary.
• Create well-structured Excel templates to track specific organizational requirements (project timelines, organizational requirements, program performance, etc.).
• Regularly update and maintain these spreadsheets.
• Transcribe, compose, type, and edit a variety of correspondence, reports, memos, and other material.
• Prepare and post public meeting notices and meeting minutes in accordance with Public Meeting Law.
• Coordinate materials for distribution and for website posting.
• Attend board, Executive Committee, and Budget Committee meetings; record proceedings; assemble public records; draft minutes that are submitted for board/committee approval; assure distribution of signed resolutions, minutes, and other documents approved by the boards.
• Ensure arrangements are made for all board, Executive Committee, and Budget Committee meetings.
• Schedule and make necessary legal notification of all special meetings, executive sessions, and public hearings.
• Respond to public records requests in compliance with Oregon Public Records Law and provide public records to citizens, civic organizations, news media, and other public agencies.
• Serve as Oregon Notary Public.
• Prioritize and delegate work, analyze situations, and make recommendations to the Executive Director.
• Track, manage, and maintain records of all contracts and grants.
• Develop, implement, and maintain a comprehensive digital file structure system for efficient organization and retrieval of electronic documents.
• Create and maintain manual filing systems.
• Serve as backup to the Executive Director for access and management of grant, reporting, and financial drawdown portals.
• Craft, manage, execute, and distribute all external-facing communication, including email newsletters, social media, website content, and toolkits.
• Manage and maintain the organization's website, including content creation, updates, and design.
• Present information to various groups and communicate effectively in a professional manner.
• Draft media and event materials, including press releases, FAQs, and talking points.
• Work collaboratively in a team environment with a spirit of cooperation.
• Aid other staff as workload and staffing levels dictate.
• Coordinate and perform other projects, functions, and tasks, as assigned.

Requirements

• Valid Certified Notary Public license.
• Experience in Microsoft Excel.
• Ability to work in remote and in-person work environments.
• Ability to travel to alternate work locations.

Benefits

• 100% employer-paid medical, dental, and vision insurance premium.
• Up to 3% employer-paid match for retirement contributions.
• Flexible work schedule with options for partially remote work in accordance with Alliance policy and at manager's discretion.
• Reimbursement for up to $30/month for gym or wellness memberships in accordance with Alliance policy.
• 7 days of paid bereavement leave for the loss of a family member in accordance with Alliance policy.
• All federal holidays are designated as paid days off.
• 80 hours of paid time off per year.
• 5 days of designated sick leave per year.