Title: Office Administrator
Salary:  $53,000-$55,000
Hours: Full-time, Monday-Friday, Occasional Nights/Weekends
OR part-time, up to 30 hours per week
Benefits: Employer-paid Medical Coverage (contingent on status); Employer-subsidized public transportation pass; Paid Vacation, Holidays, and Sick Leave 
Reports to: Executive Director 

About the Central Eastside Industrial Council (CEIC)

The CEIC’s mission is to serve the business interests of our members by advocating for a vibrant, safe, prosperous, and welcoming District. The Central Eastside Industrial Council (CEIC) was formed in 1980 to support the interests of member businesses in the Central Eastside Industrial District (CEID or “District”). The Central Eastside Industrial District is geographically defined as I-84 to Powell Blvd and the Waterfront to 12th Ave. It spans 681 acres and includes 1,300 businesses, 22,000 employees, and 2,000 residents. It is recognized as an Urban Renewal and Enhanced Services District. http://www.ceic.cc/

About Central Eastside Together (CET)

Central Eastside Together (CET) was formed by the CEIC in 2019 to support the interests of member businesses. CET is one of Portland’s three enhanced services districts, which provides cleaning, safety, and graffiti removal services beyond the City’s basic services. CET seeks to enhance the pedestrian experience, reinforce economic viability, and promote Central Eastside’s unique identity through our innovative and highly responsive service programs.

About the position

The Office Administrator supports the work of the Central Eastside Industrial Council and Central Eastside Together team with administrative, financial, and operational functions. This person reports to the Executive Director and works closely with the rest of the staff to achieve our mission of fostering a safe district, enhancing the pedestrian experience, reinforcing economic viability, and promoting Central Eastside’s unique identity through innovative and responsive programs.

A successful candidate must thrive in start-up environments and possess an interest in solving complex problems to advance the Central Eastside business community  Due to the responsive nature of the Central Eastside Industrial Council and the Central Eastside Together, a successful candidate should be agile, with the ability to transition between projects or focus. While this role supports the administrative function of the office, the position requires a candidate with qualified experience in finance or bookkeeping.

Essential Duties & Responsibilities:

Bookkeeping & Financial Support -35%

• Serve as the first point of contact and work with the appropriate staff person on specific accounts to ensure that bills are received and paid on time. 
• Work with the appropriate staff person to ensure that expenses are coded and filed correctly.
• Serve as the liaison to our bookkeeper and support work with our CPA.
• Support budgeting and bookkeeping procedures as needed.
• Access and make recommendations to improve workflow and procedures.
• Check deposits and signing.

Communications & Executive Support – 30% 

• Oversee and manage general communications and correspondence via email, office phone, mail, packages, etc., and ensure that correspondence is timely and passed to the appropriate staff person. 
• Support the Executive Director across communications, scheduling, and Board administration as needed.
• Attend all Board and committee meetings, prepare agendas, and take meeting minutes. 
• Support the ongoing maintenance of our internal calendar.

Office Management -20% 

• Coordinate office activities and operations to secure efficiency and compliance with company policies. 
• Manage supplies inventory and place orders when necessary, ensuring office and staff have tools to conduct business matters.
• Evaluate procedures and make recommendations to optimize workflow.
• Basic janitorial support.

Data Management – 15% 

• Ensure data integrity in support of transparent, accurate, and timely reporting.
• Submit timely reports and prepare presentations/proposals as assigned.
• May support CEIC Membership tracking via CRM.
• Assist colleagues as necessary.
  
• A successful candidate will have:

• 3+ years of professional experience in administrative, financial, and operational management.
• 2+ years of proven computer usage, including knowledge of Excel and Microsoft Office, Zoom, and G-Suite; experience working with CRM systems, Salesforce, and PowerPoint. 
• Exceptional customer service. 
• Ability to use discretion on sensitive or confidential matters.
• Success in complex and startup environments.
• Excellent organization and keen attention to detail.
• Passion for Central Eastside’s diverse businesses, industries, creatives, makers, and manufacturers and commitment to Central Eastside’s mission and values. 
• Experience working with governmental, bureaucratic, or nonprofit organizations, and comfortability working with Boards of Directors. 
• Applicant MUST have a valid driver’s license and reliable transportation for work-related errands & travel to external meetings (personal vehicle or a regular and efficient user of alternative transportation modes).

Location & Schedule: The CEIC Office is in the Central Eastside and operates under a hybrid schedule (in office MWF, WFH T/TH 9 am-5 pm). The CEIC/CET hosts ~2 quarterly events outside the typical working schedule. These events require full staff participation. 

Application deadline: Noon on September 15, 2023. To apply, send a resume and cover letter to ceic@ceic.cc with “Office Administrator” in the subject line. We seek to fill this position on or before October 31, 2023. 

Interview schedule: 

• First-round phone screens start 9/22/2023
• Second round in-person interviews 9/29/2023
• Final interviews 10/2/2023