Position Summary The Office Assistant position is pivotal, challenging and multi-focal. This position is located in Jackson county and assists in managing the agency\'s Southern Oregon offices. The job entails assisting the Office Manager in managing the daily operations, maintenance, supplies and activity of all the HIVA\'s offices. The Office Assistant plays an important role as the face of the agency to our contractors, vendors, and community partners and will provide dedicated customer service to our employees and clients. This employee will have a broad and in-depth understanding of HIV Alliance\'s mission, goals, and services and will effectively communicate this information. Essential Functions and Responsibilities Perform primary reception responsibilities at the Medford Office (greet/assist clients, incoming calls/phone messages, sharing program/contact information with new/potential clients, etc.) Escort clients between front and back office suites (1 block distance, wheelchair accessible) Oversee mail distribution at the Medford Office (receive/distribute mail, file packing slips, send documentation and communication to Finance, prepare shipping returns, etc.) Coordinate vehicle check out process & maintenance for Medford & surrounding office locations Coordinate with Facilities Coordinator & Landlord for building and area maintenance needs Coordinate with IT for onsite assistance and troubleshooting as needed Order supplies for the Medford & surrounding office locations, maintaining inventory and organization of supplies and storage units for Medford & surrounding office locations Assist in orienting new Medford staff to job site, including alarm & door code access, & supporting current staff in general office functions (copies, clerical projects, scheduling, errands, events, etc.) Build & maintain relationships with current Jackson county vendors (janitorial, maintenance, etc.) Maintain up to date Organization Chart for all departments and staff positions Maintain the Medford Office buildings (disinfect high-touch areas, Medford lobby staff calendar, assessing for ADA and fire safety, security & organization of the file/mail room, etc.) Support HR & Operations team as needed, including weekly Operations Meetings & coverage Complete data entry, chart audit & filing for program forms that contain Public Health Information Serve on & potentially chair/co-chair an agency committee Maintain office records/filing system (proper client records archiving, responding to records requests, filing records consistently/organized system, audit PHI upload quality assurance, etc.) Assist Office Manager with daily operations, supplies, maintenance, etc. for various agency offices Complete role with effective communication (pleasant, clear, effective), supporting a pleasant, clean, & professional office environment, & representing the agency with compassion & respect Demonstrate regular sensitivity to, and ability to maintain, confidential information For a complete job description, please visit: https://hivalliance.criterionhcm.com/jobs/51/1/#514