Administrative Assistant

Position Summary

The Administrative Assistant provides critical support to the organization’s financial and administrative operations. This role assists with payroll processing, financial tracking, and day\-to\-day office coordination to ensure smooth and efficient internal operations. The ideal candidate is detail\-oriented, highly organized, and comfortable working across multiple systems, including payroll platforms and QuickBooks.

Key Responsibilities

Payroll \& Financial Support

· Assist in processing bi\-weekly payroll, ensuring accuracy and timeliness

· Enter and verify payroll data, including timesheets and adjustments

· Support tracking of employee benefits, deductions, and reimbursements

· Assist with financial data entry and reconciliation in QuickBooks

· Maintain organized financial records and documentation

· Support preparation of financial reports and internal tracking tools

· Coordinate with finance staff to ensure compliance with internal policies and grant requirements

Administrative \& Office Support

· Provide general administrative support to leadership and program teams

· Assist with document management, filing systems, and data tracking

· Support onboarding logistics, including paperwork and system setup

· Coordinate internal communications and scheduling as needed

· Maintain office supplies and support day\-to\-day operational needs

Team Support

· Serve as a resource to staff for administrative and payroll\-related questions

· Support cross\-department coordination to ensure smooth workflow

· Assist with special projects and organizational initiatives as assigned

· Attend senior leadership team meetings, and other meetings as requested

· May be asked to represent DVRC at public events, meetings, services, clubs, etc.

· Must support DVRC’s mission and adhere to DVRC policies and procedures

· Other duties as assigned

Qualifications

Required

• Experience with payroll processing and payroll systems, Paychex Flex preferred
• Proficiency in QuickBooks or similar accounting software
• Ability to manage multiple tasks and meet deadlines
• A successful track record in setting priorities; keen analytic, organization and problem\-solving skills which support and enable sound decision making
• Excellent communication and relationship building skills with an ability to prioritize, negotiate, and work with a variety of internal and external stakeholders

· Must pass a criminal background check

· Victims’ Advocacy Training, as required by the State of Oregon, must be completed within 30 days of employment

· Proficiency with technology necessary for day\-to\-day functions in a business environment including databases, Microsoft Office Suite including Word, Excel, Outlook, etc., and Internet technology

Preferred

• Experience in nonprofit or human services environment
• Familiarity with grant\-funded programs and financial tracking
• Knowledge of HR/payroll compliance requirements

Core Competencies

• Accuracy and attention to detail
• Confidentiality and professionalism
• Initiative and problem\-solving
• Collaboration and team support
• Adaptability in a fast\-paced environment

Working Conditions

· Typical office work environment with natural and artificial lighting. May be exposed to cleaning solvents, bloodborne pathogens, and service animals. May require driving on an occasional basis. Frequent repetitive motion with keyboard and use of computer mouse.

• May require occasional schedule flexibility to meet payroll deadlines

\`

Physical Requirements

· Manual Dexterity\-Regularly

· Ability to sit and/or stand for long periods of time\-Constantly

· Ability to bend, stoop, push or pull items weighing 25 pounds or less\-Occasionally

· Walking\-Ability to move within the office to access files, office machines, etc.\-Regularly

Sensory/Cognitive Demands

· Hearing, listening, vision, speaking, thinking, memory/recall\-Constantly

Pay: $50,000\.00 \- $55,000\.00 per year

Benefits:

• 401(k)
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person