Job Description

Executive Director Support and Assistant Responsibilities \xc2\xb7 Provide administrative assistance to Executive Director, including, but not limited to project planning, organization, and communication supports. \xc2\xb7 Maintain comprehensive and accurate executive reports as directed. \xc2\xb7 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. \xc2\xb7 Collaborate effectively with Executive Director to improve organizational processes and optimize internal systems and procedures. \xc2\xb7 Work successfully with contractors to sustain integrity and professionalism within the organization. \xc2\xb7 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. \xc2\xb7 Support Executive Director during various meetings with legal system stakeholders and community partners. Detailed and accurate notetaking support and providing organizational summaries as needed. \xc2\xb7 Keep the Executive Director\xe2\x80\x99s confidential information confidential. Responsibilities \xc2\xb7 Serve as liaison with staff, attorneys, management, and Executive Director regarding organizational climate, employee well-being, project updates, policy development, and project planning. \xc2\xb7 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. \xc2\xb7 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 \xc2\xb7 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 \xc2\xb7 Experience in keeping confidential information. \xc2\xb7 Experience in organizing and directing multiple teams and departments. \xc2\xb7 Experience in planning and leading strategic initiatives. \xc2\xb7 Excellent written and verbal communication skills. \xc2\xb7 Versatile abilities and extreme dedication to building relationships. \xc2\xb7 Strong resiliency and dependability in a high stress work environment. \xc2\xb7 Commitment to Equitable and Antiracist Organizational Policies and Values. \xc2\xb7 Strong Experience with Organizational responsibilities and compliance with Union Agreements and Regulations. \xc2\xb7 Office Manager/HR Generalist Responsibilities Board Meetings \xc2\xb7 Prepare and maintain monthly OPDS caseload report. 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. \xc2\xb7 Maintain impeccable files and data integrity. Staff Support \xc2\xb7 Back up for weekly caseload list preparation for arraignments. \xc2\xb7 Back up for weekly conflict docket check and return dates for arraignments. \xc2\xb7 Back up for daily docket check and court appointments/ client returns. \xc2\xb7 Keep agenda for weekly staff meeting; organize weekly agenda and send Zoom link prior to every Friday staff/ attorney meeting. \xc2\xb7 Register staff and attorneys as needed for ongoing trainings and continuing legal education seminars. \xc2\xb7 Assist staff and attorneys in travel arrangements when appropriate. Insurance \xc2\xb7 Complete census for underwriting of annual malpractice insurance premium quote \xc2\xb7 Maintain correct salary amounts for Standard Insurance L/T disability premium (premiums change with salary changes) \xc2\xb7 Prepare census for annual open enrollment (8/1) for Chamberlain to get quotes for health/dental/life insurance Attorney Support \xc2\xb7 Deposit funds in IOLTA account and provide regular updates to the Executive Director and Assistant Directors. \xc2\xb7 Maintain all attorney employee files (log surveys after Directors and attorney have reviewed). \xc2\xb7 Act as Executive Director\xe2\x80\x99s Designee for all Union related business. \xc2\xb7 Maintain and update Oregon State Bar License renewal payments and other membership renewals. HR Responsibilities \xc2\xb7 Maintain listing of 401(K) forfeitures that are used to make future PDMC employer matching and year end 401(K) payments. \xc2\xb7 Make bi-weekly and annual 401(K) contributions. \xc2\xb7 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 \xc2\xb7 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. \xc2\xb7 Prepare and monitor paperwork for vacation payouts/calculate amount of payout. \xc2\xb7 Prepare regular payroll and maintain monthly, quarterly, and annual payroll reports. \xc2\xb7 Provide employees with W-2s in accordance with the law. \xc2\xb7 Monitor and reconcile time clock entries \xc2\xb7 Register attorney, investigators and staff or continuing education courses and pay appropriate fees \xc2\xb7 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 \xc2\xb7 Work with Executive Director in implementing pay raises and input new salaries into payroll systems. \xc2\xb7 Work with Executive Director and Benefits Brokers to determine the health/dental benefits package for PDMC annually before 8/1 \xc2\xb7 Support Executive Director in preparing RFQ for OPDS \xc2\xb7 Work with PDMC Management team on internal policies and procedures and the publication of such \xc2\xb7 Prepare and provide all 1099-NEC\'s for non-employees (contractors) working for PDMC and transmit to taxing authorities \xc2\xb7 Post any job openings and monitor applicants; provide hiring team with information and coordinate interviews Business Responsibilities \xc2\xb7 Maintain PDMC corporate records and file for Assumed Business Name annually \xc2\xb7 Pay all bills for office (rent, supplies, health insurance, dental insurance, other expenses, membership dues, etc.) \xc2\xb7 Prepare and send monthly case report to OPDS. \xc2\xb7 Collaborate with Executive Director in preparing a budget and analyze expenses to stay within budgetary guidelines. \xc2\xb7 Back up duties to all routine expense\xe2\x80\x99s reimbursements to OPDS. \xc2\xb7 Timely scheduled purchase of all ongoing office supplies. \xc2\xb7 Regular and ongoing reconciliation of all organization\xe2\x80\x99s 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 report 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: \xc2\xb7 Arrange for lodging for any attorney or manager attending a multi-day seminar. \xc2\xb7 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