ADMINISTRATIVE SUPPORT ASSISTANT

JOB TITLE:            ADMINISTRATIVE SUPPORT ASSISTANT
LOCATION:            Nez Perce Wallowa Homeland Visitor Center, Wallowa, Oregon
STATUS:                  Part time estimated 20 hours per week, may vary by season, At-Will Non-Exempt.  Not to Exceed 1,040 hours per annum. One-year probationary period.
COMPENSATION:   $18 – $21 PER HOUR DOE
DIRECT SUPERVISION:   NPWH Executive Director
REPORTS TO:       NPWH Executive Director and committees as assigned
 
DESCRIPTION:
The NPWH is seeking an energetic, highly organized, and cheerful team member to serve as staff support for our Indigenous led, place based 501 (c) 3 nonprofit.  Our organization is rooted in community building and celebrating the preservation of Plateau culture in the Wallowa region.  We do this through a myriad of programming including the Tamkaliiks annual celebration and powwow.  The property includes a dance arbor, longhouse and kitchen, a historic farmhouse, horse corrals and camping amenities, as well as a downtown Wallowa office and visitor center.
 
The Administrative Support Assistant serves as the front office greeter and as the hub supporting and communicating with the public, staff, officers and board members of the organization.  The individual is responsible for programs records management, tracking personnel time, equipment or facilities supplies and rentals; arranging meetings in person or via zoom; and preparing reports and correspondence under the supervision of the Executive Director.  Occasional travel may be required to attend meetings in Oregon, Washington and Idaho to support the executive staff or board.
 
 Preferred Qualifications
 

• Education:  An AA degree in business or office management preferred.  Certification in computer technology preferred
• Experience:  Minimum of five years documented experience in office records management.  Prior experience in working with the public, with boards and professional staff as a team member.  Ability to multitask in answering phones, updating webpage, responding to digital inquiries, maintain office and support staff requests.  Ability to work cooperatively under the direct supervision of the Executive Director and with NPWHP staff, volunteers, contractors and board.    Ability to prioritize work assignments and complete tasks in a timely manger and with varying degrees of urgency.  Proficient in Windows, Google, Zoom, Workspace, Microsoft Office, Zoom and social media plattforms such as Facebook or Instagram. 

• Community Awareness and Cultural Competency:  Familiarity with Plateau culture and communities and the Eastern Oregon communities.  Must be friendly, helpful and supportive to volunteer efforts within all programs.  

• Records Management:  Develop, establish and maintain organizational records to include personnel and contract files, correspondence and committee meeting minutes.  Work cooperatively with BOD secretary and committee secretaries to organize records retention. 
• Fiscal records support:  Work closely with contractors including bookkeeper to establish and maintain a fiscal tracking system to identify potential costs overruns or expenditure deficiencies.  Provide a b-weekly update to the Executive Director on the status of expenditures to ensure programs remain on track in and in budget.
• Communication: Maintain positive and professional communication with the public and with tribal organizations, donors and others at all times.  This includes public interactions in person, over the phone or via internet or in writing.  To assist in maintaining a friendly and clean environment where the public will interact with the organization such as the office, visitor’s center, longhouse, or other NPWHP facilities or locations.  To create and update the NPWHP website and/or social media with information developed by staff to include board information, news alerts, program expansions. 
•  Time and Resource Calendars:  Manage staff calendars, requests for meetings with various committees and volunteers.   Answer questions and schedule use of facilities in close coordination with all staff to include the use of the arbor, kitchen, longhouse, farmhouse or visitor’s center.  Review with facilities supervisor and ED any questions, or requests for equipment use or rental.  Develop and maintain records of use, rental and conditions policies. 
• Volunteers and Board Committees:  Assist in scheduling logistics and adequate meeting space and resources for events such as board meetings, volunteer recognitions and program support activities.  Other duties as assigned.