New IRCO Job Posting: Support Services Specialist

IMMIGRANT AND REFUGEE COMMUNITY ORGANIZATION (IRCO)

JOB POSTING ANNOUNCEMENT

POSITION:  Support Services Specialist

PROGRAMS: New Arrivals Employment Services (NAES) & Established Employment Services (EES)

OPENING DATE: February 8, 2012

CLOSING DATE: February 26, 2012                         

SALARY: $20,800-21,600+ Benefits                     

LOCATION: IRCO 10301 NE Glisan St. Portland, 97220

SCHEDULE: Part time 80% (32 hours per week)                     

APPLY AT: www.irco.org   

STATUS: Part time with benefits, however this position will last up to 4 months.  Beyond 4 months is dependent upon securing additional funding.

INTRODUCTION

The Support Services Specialist will provide clerical support to the EES and NAES Programs.  These programs provide comprehensive employment and training services including barrier to employment reduction, job search, placement, retention and career planning activities. The duties of this position will include:

• Welcome clients and guests to facility in a professional manner.  
• Answer and direct phone calls efficiently on a multi-line phone system. 
• Take and distribute accurate phone messages.  
• Maintain accurate records in a database including data entry.  
• Receive and process mail in a timely manner. 
• Reliably open the facility each morning and close it each evening. 
• Receive and route documents and forms to appropriate persons. 
• Maintain a professional-looking facility. 
• Proof-read documents for distribution including reports and flyers.
• Compose and type correspondence, reports, forms, organizational charts, spreadsheets and related materials.
• Gather and compile a variety of professional level correspondence, often of a confidential nature, photocopy materials and perform other related office/administrative tasks.
• Maintain administration supply inventory and stock all necessary administrative forms.
• Order, track, and invoice office supply purchases for all departments.
• Maintain and submit printing orders for business cards, and stationary for the agency.
• Prepare monthly copy machine reports, assign account codes for copier and order supplies for equipment use as well as make maintenance and service calls when necessary.
• Administer Federal Express supplies and shipping procedures.
• Process outgoing mail for all departments, including monthly postage reports.
• Log receipt of checks and forward to the fiscal office.
• Provide clerical support for meetings and committees including note taking.
• Provide backup for receptionist duties, mail delivery and other clerical duties.
• Perform research, analysis and statistical support for special projects or as assigned.
• Participate in staff meetings, trainings, and committees to support IRCO’s goals and objectives

QUALIFICATIONS

Any combination of education and experience that demonstrates the ability to perform the duties of the position is qualifying.  This would typically include:

• High School Diploma required, Associates Degree or higher preferred.
• Minimum 1 year of receptionist/office support experience.
• Professional customer service and telephone etiquette skills required.
• Ability to type 40 words per minute.
• Experience working in recruitment and using Microsoft Access.
• Proficiency in MS Office Suite including Word, Excel, and Outlook
• Experience with multi-line phone systems and/or VOIP systems.
• Experience working in a multi-cultural, multi-lingual, multi-ethnic diverse environment.

KNOWLEDGE, SKILLS, AND ABILITIES

1. Ability to function in a positive manner in a demanding work environment, to demonstrate a high degree of flexibility, to respond to priorities and schedules that change frequently.
2. Ability to meet multiple, sometimes conflicting deadlines.
3. Strong analytical and decision-making abilities.
4. Ability to deal with distressed and/or demanding clients and employees in an effective manner.
5. Ability to work in a fast paced environment and make good judgments as it pertains to clients.
6. Ability to maintain a high level of confidentiality.
7. Strong skills in intercultural, interpersonal and organizational communication.
8. Ability to communicate in a positive manner verbally, in writing, and by phone.
9. Ability to communicate with a variety of personality types and levels of the organization as well as with persons outside of the organization.
10. Ability to listen for understanding and assist in problem solving.
11. Ability to prepare clear, accurate and concise reports.
12. Be punctual, good attendance, and be able to work flexible hours to meet the availability of clients.
13. Ability to use basic office equipment, telephone, copy machine, fax machine, and computer.
14. Ability to sit, stand, walk, drive, talk on the phone and/or use computer for long periods of time.
15. Participate in staff meetings, trainings, committees, and volunteer activities to support IRCO’s goals.

HOW TO APPLY:

Applications may be accessed at the IRCO website, www.irco.org, or at the IRCO main office, 10301 NE Glisan, Portland, OR  97220, 503-234-1541.  Applications must be received at the main office by 5:00 p.m. on the closing date, if applicable. Attach resume and cover letter to IRCO application form.  This position required completion of an IRCO application.  Materials submitted without a completed application are considered incomplete and will not be considered.  Due to the high volume of applications received, we will not be able to contact each applicant.   We may not be able to return calls about inquiries about the status of your application. If you are selected for an interview we will contact you by telephone.

ABOUT IRCO:

The Immigrant and Refugee Community Organization (IRCO) is a non-profit organization established in 1976 to serve immigrants, refugees, and the broader community in Portland, Oregon. Since its founding, IRCO has served more than 300,000 people through programs and services that meet the needs of our diverse client. Our mission is to promote the integration of refugees, immigrants, and the community at large into a self-sufficient, healthy, and inclusive multiethnic society. In 2011, IRCO was rate one of the 100 Best Oregon Non-profits to Work For by Oregon Business Magazine.   Find out more at www.irco.org.