REPORTS TO: Office Manager/Human Resources Generalist

TEN-STEP HOURLY RANGE: $17.46 - $22.78 DOQ

JOB SUMMARY: The Northwest Regional Council, as an Area Agency on Aging for Island, San Juan, Skagit and Whatcom counties, funds and/or provides community-based programs to help elders and people with disabilities live in their own homes and communities for as long as possible, postponing or eliminating the need for institutional care. The Administrative Unit is comprised of an Office Manager/HR Generalist, an HR/Administrative Assistant and two Receptionist/Secretaries. This unit provides Human Resource and Administrative support to approximately 84 employees sited in the NWRC Bellingham and Burlington offices. The Administrative Assistant, as directed, provides routine and complex administrative support to agency staff.

ESSENTIAL JOB DUTIES include but are not limited to:

Administrative Support

Assists in purchasing office equipment and supplies; conducts research, places orders and prepares invoices for approval; assists in developing and maintaining purchasing guidelines and procedures. Assists in scheduling and coordinating maintenance/repair support, office moves and workstation adaptations via outside vendors.
Processes contracted services invoices (Caregiver Consultant, In-Home, Out-of-Home Respite) on a weekly basis, per established procedures; processes warrants as directed.
Designated lead for programming agency phone and voicemail system database; runs monthly Transportation Brokerage Phone reports for fiscal reporting.
Assists in the development, documentation, and implementation of office practices, procedures and routines.
Northwest Senior Services Board. As directed, assists Planner(s) in staffing advisory board meetings, adhering to Open Public Meetings Act requirements including coordinating the production and mailing of meeting packets and transcribing minutes. In coordination with designated Planner, coordinates registration and logistics for advisory council trainings and conferences.
Boundary Review Board and NW LEARN. Coordinates the production and mailing of meeting packets and materials for the Boundary Review and NW LEARN boards; assists in staffing and meeting logistics, as directed.
Jail Health Program.
Transcribes Whatcom County Jail Health Program hardcopy timesheets into electronic timesheet application, twice a month, submitting to supervisor (RHA) for approval to meet payroll deadlines.
Maintains spreadsheet of and tracks Whatcom County Jail Health Program staff annual Continuing Education certifications, keeping manager apprised of status.
Assists with tabulation of data for Whatcom County Jail Health Program statistics; runs reports as required.
Assists with updates of Standards, Procedures and Protocols documentation, as directed.
Public Records Management/Disclosure
Assists Office Manager in the retention, storage, retrieval, and destruction of agency public records per regulations and protocols. Manages maintenance of public records off-site storage database. Assists Public Disclosure Officer in responding to public records requests, per established regulations and protocols.

QUALIFICATIONS:

Knowledge, Skills and Abilities:

· Ability to work collaboratively to establish and maintain effective working relationships with co-workers, external and internal customers, subcontractor personnel, and members of the general public.

· Strong organizational and time management skills as exhibited in

o the ability to work effectively and accurately with frequent interruptions and

o the ability to manage multiple and competing priority administrative support requests.

· Knowledge of the Open Public Meetings Act, the Public Records Act, and the Local Government Records Retention Schedule.

· Solid proof reading skills in the areas of spelling, punctuation, and grammar.

· Attention to detail as exhibited in accurate data entry and other work product.

· Proficient in the basics of Microsoft Word, Excel, and Outlook.

Education/Experience - Minimum:

· High school graduate or equivalent; AND one or more years of providing administrative support required.

· Experience working in a human services setting preferred.

Licenses/Certificates:

· Valid Washington State driver's license, a vehicle available for work-related travel, and appropriate liability insurance.

· Notary license (required after hire.)

WORKING CONDITIONS\PHYSICAL REQUIREMENTS: Work is performed in a shared office environment. The office can be fast-paced with many deadlines to meet. Potential exposure to repetitive stresses due to prolonged use of computers. Stress associated with receiving multiple tasks from various individuals may occur. Possible stress related to interaction with clients who may have mental health or substance abuse issues. Sufficient mobility is required for the use of office equipment such as computers, telephones, files and the copier. Sitting for extended periods of time as well as lifting a maximum of 30 pounds (file storage boxes, supplies, etc.) may be required. The ability to hear and communicate at a level sufficient to perform the essential functions of the position is required.

BENEFITS: NWRC offers excellent medical/dental/vision benefits for the full-time employee and their dependent(s). In addition, the employee and dependents are eligible to participate in the Employee Assistance Program (EAP). Other benefits include participating in the Public Employees Retirement System (PERS), long term disability insurance, life insurance, various deferred compensation programs, Flex Plans for health and/or child/elder care, paid leave, sick leave, and 11 paid holidays per year.

TO APPLY: Application materials may be requested by downloading directly www.nwrcwa.org/employment/, emailing , or contacting the Bellingham Office @ 360-676-6749. All applications and application materials, including a cover letter and resume, must be fully completed and returned to the Bellingham office by
Friday, February 10, 2017.

SELECTION PROCESS: After reviewing the applications, the NWRC will contact the most qualified candidates to participate in a selection process consisting of job-related selection exercises. NWRC will make reasonable accommodation upon request for those individuals with disabilities.

I hereby certify that all statements made below are true and correct.

______

Signature Date

Print Name

QUALIFICATIONS / Yes / No
REQUIRED
1. High school graduate or equivalent; AND one or more years providing administrative support in an office environment. (Briefly describe type of support provided.)
2. I have experience working with the following software. Please indicate proficiency level: Beginning Intermediate Advanced
MS Word – Version
MS Excel - Version
MS Outlook – Version
WordPress - Version:
Other:
3. I possess a valid WA State Driver License, a vehicle available for work-related travel, and appropriate liability insurance.
PREFERENCES
4. I have experience staffing meetings including coordinating logistics, transcribing minutes, (Briefly describe.)
5. I have experience researching and purchasing office equipment or supplies as well as developing and/or updating purchasing policies/procedures. (Briefly describe.)

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Please complete this application by typing or clearly printing. Fully and accurately complete all application questions, even if submitting your resume. This application will be evaluated to determine which applicants will continue in the selection process. Use additional sheets if more space is needed.
Name (Last) (First) (M.I.)
Address (Street) (City) (State) (Zip)
Telephone (Day) (Evening) (Email Address)
Do you have the legal right to work in the U.S.? Yes No
Note: All employment offers are contingent upon proof of eligibility to work in the U.S.
Have you been convicted of a felony or released from prison within the last ten (10) years? Yes No
Note: Please explain fully any convictions on a separate sheet of paper. Each case is considered individually. A conviction will not necessarily preclude you from employment; however failure to disclose convictions can disqualify you from employment.
Are you related to any current employee of NWRC? Yes No
Have you ever been dismissed, discharged, fired or asked to resign from a position? Yes No
If yes, please explain.
I learned about this job through: Newspaper (Title)
Other Source
What type of employment are you interested in? Full-time Part-time Temporary
Education
Type of School / School & Location / Circle Yrs Completed / Degree/Certificate
High School / 9th 10th 11th 12th GED
College or University Studies / 1 2 3 4
Graduate School / 1 2 3 4
Business or Tech. School / 1 2 3 4
Other Relevant Training or Courses
License/Registration/Certificate
Description / State / Number / Expiration
Work History

List experience which relates to the qualification as required on the Job Announcement. Begin with your most recent experience. List all jobs separately and identify gaps in employment. A résumé will not substitute for the information required in this section. Résumés may be attached, but do not write “See Résumé” in lieu of completing the application.

FROM: / / / TITLE: / CURRENT OR MOST RECENT EMPLOYER:
TO: / / / PRIMARY DUTIES:
HOURS / WEEK:
ADDRESS:
SUPERVISOR:
ENDING SALARY:
REASON FOR LEAVING:
MAY WE CONTACT THIS EMPLOYER?
Yes No / PHONE:
FROM: / / / TITLE: / EMPLOYER:
TO: / / / PRIMARY DUTIES:
HOURS / WEEK:
ADDRESS:
SUPERVISOR:
ENDING SALARY:
REASON FOR LEAVING:
MAY WE CONTACT THIS EMPLOYER?
Yes No / PHONE:
FROM: / / / TITLE: / EMPLOYER:
TO: / / / PRIMARY DUTIES:
HOURS / WEEK:
ADDRESS:
SUPERVISOR:
ENDING SALARY:
REASON FOR LEAVING:
MAY WE CONTACT THIS EMPLOYER?
Yes No / PHONE:
FROM: / / / TITLE: / EMPLOYER:
TO: / / / PRIMARY DUTIES:
HOURS / WEEK:
ADDRESS:
SUPERVISOR:
ENDING SALARY:
REASON FOR LEAVING:
MAY WE CONTACT THIS EMPLOYER?
Yes No / PHONE:
FROM: / / / TITLE: / EMPLOYER:
TO: / / / PRIMARY DUTIES:
HOURS / WEEK:
ADDRESS:
SUPERVISOR:
ENDING SALARY:
REASON FOR LEAVING:
MAY WE CONTACT THIS EMPLOYER?
Yes No / PHONE:
FROM: / / / TITLE: / EMPLOYER:
TO: / / / PRIMARY DUTIES:
HOURS / WEEK:
ADDRESS:
SUPERVISOR:
ENDING SALARY:
REASON FOR LEAVING:
MAY WE CONTACT THIS EMPLOYER?
Yes No / PHONE:

ADDITIONAL EXPERIENCE (volunteer, internship, etc.):

I hereby certify that all statements made in this application and accompanying materials are true and I agree and understand that any misstatement or omission of material fact will cause forfeiture on my part of all rights of employment with the Northwest Regional Council (NWRC). I hereby authorize NWRC to solicit and receive information from my past employers and release both parties from any claims of liability arising from such inquiry and investigation or the supplying of information for such investigation.

SIGNATURE: DATE:

(SIGNATURE REQUIRED FOR APPLICATION TO BE COMPLETE)

Employment References Release and Waiver of Liability

Please read carefully before signing

I hereby authorize the NWRC to solicit and receive information from my past employers and other references.

I authorize both my present and all former employers to release information contained in my personnel files and other related information regarding my employment. I willingly, knowingly, and voluntarily agree to hold harmless and agree to waive any and all legal claims against the NWRC for such inquiries and each employer, its officers, agents, directors, or representatives who provide employment information to the NWRC.

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Applicant Signature Date

Criminal Background Check Authorization

Employees of the NWRC may have access to confidential and sensitive information related to vulnerable adults and children. For this reason, all prospective employees must agree to authorize the NWRC to conduct a criminal background check. At some point in the final steps of the selection process, you will be requested to sign a form that authorizes the NWRC to conduct a Washington State Patrol criminal background check.

I understand and agree to the NWRC conducting a WSP criminal background check in the final steps of the selection process. Additionally, I acknowledge and authorize my background to be checked on an intermittent basis to verify my eligibility for continued employment.

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Applicant Signature Date

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Print Name

Applicant Data Record

NWRC is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex, age, national origin, disability, veteran status, sexual orientation or any other classification protected under federal, state or local law.

The NWRC is subject to certain governmental record-keeping and reporting requirements for the administration of civil rights and regulations. In order to comply with these laws, the employer invites applicants to voluntarily self-identify their race/ethnicity. Submission of this information is voluntary and refusal to provide it will not subject you to any adverse treatment. The information obtained will be kept confidential and may only be used in accordance with the provisions of applicable laws, executive orders and regulations, including those that require the information to be summarized and reported to the federal government for civil rights enforcement. When reported, data will not identify any specific individual.

This Applicant Data Record will be removed from your employment application materials and will not be considered when reviewing and evaluating your qualifications.

Full Name: Date:

Position Applied For:

Please identify where you learned about this employment opportunity:

q Newspaper Ad
q Employee Referral
q Walk-In / q Employment Agency
q School: ______

q Other (please identify):

Sex:

q Male q Female

Race/Ethnicity:

q Hispanic or Latino
q White
q Black or African American
q Native Hawaiian or Other Pacific Islander
q Asian
q American Indian or Alaskan Native
q Two or more races
q Individual with Disability
Defined as a person who (1) has a physical or mental impairment which substantially limits one or more of his or her major life activity(s), (2) has a record of such impairment(s), or (3) is regarded as having such impairment(s). For purposes of this definition, an individual with disability(s) is substantially limited if he or she is likely to experience difficulty in securing, retaining, or advancing in employment because of the disability(s).

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