Log In
Sign Up
Job Description
Executive Director Support and Assistant Responsibilities xc2xb7 Provide administrative assistance to Executive Director, including, but not limited to project planning, organization, and communication supports. xc2xb7 Maintain comprehensive and accurate executive s as directed. xc2xb7 Assist Executive Director with managing ongoing meetings and reliably maintaining their calendar; prioritizing and organizing meetings and events based on needs and requests of the Executive Director; including organizational meetings, executive trainings, and possible travel arrangements. xc2xb7 Collaborate effectively with Executive Director to improve organizational processes and optimize internal systems and procedures. xc2xb7 Work successfully with contractors to sustain integrity and professionalism within the organization. xc2xb7 Assist Executive Director in preparing all necessary Board of Trustee documents, financial statements, and maintain accurate monthly meeting minutes. Support all communications and scheduling needs between the Executive Director and the Board of Trustees. xc2xb7 Support Executive Director during various meetings with legal system stakeholders and community partners. Detailed and accurate notetaking support and providing organizational summaries as needed. xc2xb7 Keep the Executive Directorxe2x80x99s confidential information confidential. Responsibilities xc2xb7 Serve as liaison with staff, attorneys, management, and Executive Director regarding organizational climate, employee well-being, project updates, policy development, and project planning. xc2xb7 Oversee daily operations in collaboration with management and department leaders. Perform administrative tasks such as managing office calendars, generating organizational correspondence, taking and maintaining management meeting minutes, maintaining hard copies and electronic copies of notes and minutes, planning and coordinating organizational meetings, scheduling with contractors, and maintaining facilities. xc2xb7 Develop and build on relationships with all employees for increased efficiency and responsiveness of existing operations, and help define new operational strategies by working with the Executive Director and other organizational leaders on special projects xc2xb7 Support management and leadership problem solving and facilitated office mediations as needed. Develop action plan, and assisting with all preparation and dissemination of organizational communications. Required skills and qualifications xc2xb7 Experience in keeping confidential information. xc2xb7 Experience in organizing and directing multiple teams and departments. xc2xb7 Experience in planning and leading strategic initiatives. xc2xb7 Excellent written and verbal communication skills. xc2xb7 Versatile abilities and extreme dedication to building relationships. xc2xb7 Strong resiliency and dependability in a high stress work environment. xc2xb7 Commitment to Equitable and Antiracist Organizational Policies and Values. xc2xb7 Strong Experience with Organizational responsibilities and compliance with Union Agreements and Regulations. xc2xb7 Office Manager/HR Generalist Responsibilities Board Meetings xc2xb7 Prepare and maintain monthly OPDS caseload . Draft, update and maintain detailed financial statements. Provide draft meeting minutes and all necessary board materials to the Executive Director for review and approval, no later than 8-10 days prior to the next upcoming board meeting. xc2xb7 Maintain impeccable files and data integrity. Staff Support xc2xb7 Back up for weekly caseload list preparation for arraignments. xc2xb7 Back up for weekly conflict docket check and return dates for arraignments. xc2xb7 Back up for daily docket check and court appointments/ client returns. xc2xb7 Keep agenda for weekly staff meeting; organize weekly agenda and send Zoom link prior to every Friday staff/ attorney meeting. xc2xb7 Register staff and attorneys as needed for ongoing trainings and continuing legal education seminars. xc2xb7 Assist staff and attorneys in travel arrangements when appropriate. Insurance xc2xb7 Complete census for underwriting of annual malpractice insurance premium quote xc2xb7 Maintain correct salary amounts for Standard Insurance L/T disability premium (premiums change with salary changes) xc2xb7 Prepare census for annual open enrollment (8/1) for Chamberlain to get quotes for health/dental/life insurance Attorney Support xc2xb7 Deposit funds in IOLTA account and provide regular updates to the Executive Director and Assistant Directors. xc2xb7 Maintain all attorney employee files (log surveys after Directors and attorney have reviewed). xc2xb7 Act as Executive Directorxe2x80x99s Designee for all Union related business. xc2xb7 Maintain and update Oregon State Bar License renewal payments and other membership renewals. HR Responsibilities xc2xb7 Maintain listing of 401(K) forfeitures that are used to make future PDMC employer matching and year end 401(K) payments. xc2xb7 Make bi-weekly and annual 401(K) contributions. xc2xb7 Onboard new employees: 1)Train on DB, MyCase and office procedures 2) Prepare computer with bookmarks, email and calendars (Joele?) 3) Prepare and have employee complete health, dental, life, disability and PDMC required paperwork 4) Set up payroll 5) Set up for e-court and OJD e-file and serve 6) Eligible employees receive 401(K) information, enter into payroll system and 401(K) system 7) Order business cards for new employees or employees needing a new supply xc2xb7 Offboard employees after termination: 1) Calculate and make final paycheck 2) Provide COBRA notification 3) Receive parking pass, keys, fobs, office equipment etc. 4) Change all passwords and disable all access to organizational subscriptions and software. xc2xb7 Prepare and monitor paperwork for vacation payouts/calculate amount of payout. xc2xb7 Prepare regular payroll and maintain monthly, quarterly, and annual payroll s. xc2xb7 Provide employees with W-2s in accordance with the law. xc2xb7 Monitor and reconcile time clock entries xc2xb7 Register attorney, investigators and staff or continuing education courses and pay appropriate fees xc2xb7 Work with Executive Director at the end of the year to determine any bonuses for staff; if bonus is paid input bonus amounts into payroll system annually xc2xb7 Work with Executive Director in implementing pay raises and input new salaries into payroll systems. xc2xb7 Work with Executive Director and Benefits Brokers to determine the health/dental benefits package for PDMC annually before 8/1 xc2xb7 Support Executive Director in preparing RFQ for OPDS xc2xb7 Work with PDMC Management team on internal policies and procedures and the publication of such xc2xb7 Prepare and provide all 1099-NEC’s for non-employees (contractors) working for PDMC and transmit to taxing authorities xc2xb7 Post any job openings and monitor applicants; provide hiring team with information and coordinate interviews Business Responsibilities xc2xb7 Maintain PDMC corporate records and file for Assumed Business Name annually xc2xb7 Pay all bills for office (rent, supplies, health insurance, dental insurance, other expenses, membership dues, etc.) xc2xb7 Prepare and send monthly case to OPDS. xc2xb7 Collaborate with Executive Director in preparing a budget and analyze expenses to stay within budgetary guidelines. xc2xb7 Back up duties to all routine expensexe2x80x99s reimbursements to OPDS. xc2xb7 Timely scheduled purchase of all ongoing office supplies. xc2xb7 Regular and ongoing reconciliation of all organizationxe2x80x99s bank accounts. Audit Responsibilities: Work with accountants to complete annual audit as required by law or ordered by the Executive Diretor 1) Verify receivables 2) Provide banking information 3) Calculate year end 401(k) contribution 4) Verify calculation of annual depreciation 5) Pull large bills for auditors to analyze 6) Review and any changes to procedures in office 7) Make general journal entries as needed 8) Calculate leave payable at year end 9) Review calculation from assessor’s office of real property tax savings for the year 10) Provide year end listing of A/R 11) Provide year end listing of A/P Organizational Travel Needs: xc2xb7 Arrange for lodging for any attorney or manager attending a multi-day seminar. xc2xb7 Reimburse all attorneys and investigators for mileage expenses. Other duties as assigned by the Executive Director Job Type: Full-time Pay: $86,000.00 – $90,000.00 per year Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Schedule:
- Day shift
- Monday to Friday
People with a criminal record are encouraged to apply Ability to commute/relocate:
- Salem, OR 97301: Reliably commute or planning to relocate before starting work (Required)
Work Location: One location
- Health insurance
