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Office Clerk

Oregon Coast Community Action -   Coos Bay   None

Posted 1 day ago

Salary: Not Disclosed

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Title: Office Clerk

Location: Coos Bay, OR

Program: Court Appointed Special Advocates

Reports to: CASA Director / CASA Manager

HR Contact: hr[at]orcca.us

Pay Level: $14.00 hourly

Staff Supervised: None

FSLA Status: Non-exempt from overtime

Effective: September 2022

Position Type: Part Time, 24-29 hours weekly

Revised: September 14th, 2022

External Applicants: Please submit an employment application, cover letter and resume on our website, www.orcca.us or to hr[at]orcca.us.

Internal Applicants: Please submit a letter of interest and resume to hr[at]orcca.us.

Job Description

PRIMARY PURPOSE:

Work closely with CASA staff by providing support.

ESSENTIAL JOB FUNCTIONS (Reason position exists is to perform these functions):

(Duties assigned to this job include, but are not limited to, the following examples.)

DATA ENTRY/DOCUMENT HANDLING

Performs data entry using word processing, spreadsheet or database commands and formats material as required.

Enters, revises and/or combines materials such as court information, case information, and CASA information.

Reviews discrepancies in data received, requests clarification or advises supervisor of issues related to data and performs data verification routines in accordance with company procedures.

Interacts with departmental and other staff on matters affecting data and publications flow and makes recommendations for improvement or enhancement to job processes to ensure standards in data entry, collection, and retrieval

Scanning/faxing/coping as requested

Shredding of confidential documents (after review of Director)

Office cleaning (vacuum, bathroom, conference room, wastebaskets, etc.)

Securing meeting spaces as needed

VOLUNTEERS

Tracking annual reviews, scheduling, and follow-up

Track required documentation (background checks, references, etc.) and follow-up with CASA and supervisor for completion.

Downloading outside documents and disseminating to staff and volunteers

Electronic Filing and maintenance of volunteer records and child case records

Sending notification of meetings, training, and appointments as needed.

Collect and input court hearings dockets into CASA database

Inform CASAs of upcoming and new hearings and scheduled meetings

File and serve electronic court reports and other hearing reports.

OTHER

Table community events as needed; handout information, assist in recruitment activities.

TEAM EXPECTATIONS:

Teamwork - We join our individual strengths together creating teams and circles of cooperation to promote innovative thinking and bring opportunity to our community.

Partnerships - We create collaborative community partnerships to best leverage all resources available for the benefit of the community.

Diversity - We welcome and accept differences and honor our co-workers and clients by treating each person with equality, dignity, and respect.

Confidentiality & Ethics - We maintain a high standard of ethics and integrity to respect the confidentiality of clients and staff.

Physical Safety - We respond promptly to address health and safety needs or concerns for clients and staff.

Communications - We encourage timely, open-minded, respectful, and direct communication to alleviate controversies and foster a safe, productive workplace.

Health & Sustainability - Recognizing the importance of physical, emotional, and environmental health, we seek to inspire and model healthy, sustainable living.

Public Relations - We recognize that each of us represents the entire agency in our public interactions and strive to act in a consistently professional and unbiased manner.

Professional Growth - We provide an environment supportive to personal and professional growth, cross training, and advancement.

INDIVIDUAL EXPECTATIONS:

Attend staff meetings, center meetings, and/or other workshops/meetings as notified (May be off site)

Maintain a positive attitude regarding ORCCA and all its programs.

Model behaviors that demonstrate an understanding, acceptance and welcoming of diversity

Maintain respect and positive communication.

Maintain confidentiality of client and staff information.

Maintain open, two-way communication with staff

Accept suggestions and guidance from supervisor and other management staff

Seek feedback on job performance and evaluate suggestions and guidance to incorporate in performance

Commit to further training. Develop an individual training plan using program tools, as appropriate.

Communicate with supervisor regarding any needed changes or concerns with work schedule.

Adhere to agency procedures as a mandated child abuse reporter

Ability to perform the job with or without reasonable accommodations

Excellent oral and written communication skills.

Strong organization and time management skills.

REQUIRED KNOWLEDGE, SKILLS, AND ABLILITIES:

Effective oral and written communication skills

Skill in presenting and analyzing technical and statistical information clearly and concisely

Ability to operate Windows based programs, and all available office equipment

Ability to learn new procedures

Ability to handle multiple tasks, public contact and work in a team atmosphere under tight constraints

Ability to research and analyze information develop valid recommendations and reports

Ability to sit in meetings for as long as four hours at a time.

EXPERIENCE AND EDUCATION REQUIREMENTS:

High school diploma or equivalent required.

Previous experience with non-profits and/or community action experience is a plus.

WORK ENVIRONMENT:

Some work may be done remotely from applicant’s home upon proof of ability to keep records, data, and any other information confidential.

Geographic Area: Coos and Curry Counties

May lift items up to 51 pounds with or without reasonable accommodations.

Access to indoor office, in a climate-controlled environment; may not have access to sunlight.

Regular walking, sitting, driving, and standing for prolonged periods of time.

Occasional events outside of the office at irregular hours will be required.

OTHER:

A current Oregon Driver’s License is required.

Proof of automobile liability insurance [at] $100,000/300,000 liability limits and maintain such limits.

Reliable transportation for getting to work.

Regular Attendance is required for this position

Must be free from illegal drugs, may be subject to suspicion testing

NOTE:  The specific statements reflected in each section of this position description are not intended to be all-conclusive, but rather the basic elements and criteria considered being necessary in order to satisfactorily perform the duties associated with the position. Your employment with ORCCA is at will. This means your employment is for an indefinite period of time and it is subject to termination by you or Employer with or without cause, with or without notice, and at any time.

Oregon Coast Community Action is an Equal Opportunity Employer. ORCCA does not and shall not discriminate on the basis of race, color, religion, creed, gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status, in any of its activities or operation.

Please inform Human Resources at 541-435-7090 or hr[at]orcca.us if you require a reasonable accommodation in order to perform the essential functions of this job.

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