Administrative Support Specialist

WHO WE ARE

Since 1993, The Pathfinder Network (TPN) has been providing justice-system impacted individuals and their families the tools and support they need to be safe and thrive in our communities. We serve individuals experiencing incarceration, those reentering the community, those on forms of community supervision, their families, and their children, within 9 of Oregon’s 11 corrections facilities and in the community in Multnomah, Jackson, Marion, and Clackamas Counties. We develop and deliver a comprehensive scope of evidence-based, trauma-, gender- and culturally-responsive cognitive behavioral-based programs, including our proprietary, evidence-based curriculum Parenting Inside Out, which is the highest-rated parenting skills curriculum for parents involved with the criminal justice system. Our community programs feature holistic wraparound individual and group support and services. We serve an average of 3,000 people a year agency-wide.

We show up for our employees by providing support and resources in six key areas that make up our total package, and we always strive to expand on what we offer: compensation, development, wellness, benefits, recognition and service. This includes:

• Generous paid time off (12 accrued vacation days + 12 accrued sick days during your first year of employment, mental wellness hours)
• 17 paid days of significance each year
• Extended holiday days of significance with a week off at the end of the year and 3 4-day weekends
• Paid 30-minute lunch breaks
• Employer-paid employee-only medical, vision and dental coverage starting first day of employment
• Flexible Spending Account, Dependent Care Assistance Program, and employer-funded Lifestyle Spending Account
• 401k retirement plan with 3% employer match, fully vested immediately
• Employer-paid short-term disability and accidental death and dismemberment
• Supplemental virtual healthcare for employees and dependents
• Employment with TPN may mean you are eligible for Public Service Student Loan forgiveness
• Employee recognition program, staff appreciation awards and swag store
• Bilingual pay differential for eligible positions
• Shared Leadership model and opportunities to contribute to agency success and growth
• Development opportunities and trainings

We are intentional about building a healthy and thriving organizational culture and envision a community of staff, partners, volunteers, and donors who are deeply committed to equitable, just and anti-racist practices in every facet of our organization. We engage in continual learning and seek ways to operationalize equitable and inclusive practices. We believe every member on our team enriches our diversity by exposing us to a broad range of ways to understand and engage with the world, identify challenges, and to discover, design and deliver solutions.

At TPN, we envision communities that welcome all people, provide second chances, and create pathways to change. We believe all people have the capacity to change. We honor the dignity and worth of every individual, engage our clients and employees with compassion, and bring excellence to all we do. To learn more, go to https://www.thepathfindernetwork.org/about/.

HIRING PRACTICES

We admit that there is no such thing as the perfect candidate. Don’t be discouraged if you don’t meet each and every position requirement – instead, use your application to let us know what excites you about the role and what transferable skills or other qualities you would like to bring to TPN!

If reasonable accommodation or an alternative form of this application are needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact our Director of People and Culture at [email protected] or 503.892.5396.

TPN hires a workforce representative of the communities we serve, understanding that a diverse workforce strengthens our organization. We value diversity and support a positive and welcoming environment where all employees can thrive.

In practice, this means we do not discriminate on the basis of race, color, religion, sex, national origin, age, disability, genetic information, sexual orientation, gender identity, status as a parent, marital status, political affiliation, or military or veteran status. 

We also take seriously the idea that our work benefits from a genuine commitment to diversity, by considering applications from individuals representing all kinds of backgrounds.

WHAT YOU WILL BE COUNTED ON TO DO

Studies have shown that women and people of color are less likely to apply for jobs unless they believe they meet every one of the qualifications as described in a job description. We are most interested in finding the best candidate for the job, and that candidate may be one who comes from a less traditional background.

As the Administrative Support Specialist, you will play an integral role in ensuring Pathfinder Network (TPN) staff and programs are fully supported to deliver high quality prevention and intervention services to adults who are system-impacted.  You will work with the Operations Manager to navigate the administrative and operational aspects of TPN’s adult peer support programming in Medford, Oregon with the Jackson County Community Justice Department. You will deliver culturally-responsive, employee-centered, and trauma-informed support when completing complex and routine administrative and operational tasks and projects.

As an operational point person, you will manage, maintain, and improve upon internal systems, including overall office management, information technology (IT), database maintenance, internal operations projects, and any ad-hoc operational and administrative needs. Your role will include supporting the Operations Manager, Program Manager and Peer Support Specialist to ensure they have the systems, resources, and guidance they need to deliver high quality services with impact and excellence. You will also serve on an agency wide operations team working on special projects and initiatives to help the agency continuously improve. 

Your strong prioritizing, organizational and collaborative skills, ability to work independently and with teams, flexibility, attention to detail and proactive orientation will enable you to thrive in this position. In this position, you will support the mission of TPN and our partners, and act as a liaison between TPN staff, partners, and the agency leadership team.  

Responsibilities 

Administrative Support (35% of your time) 

• Monitor internal and external communications. Answer phones and check voicemail. Responsible for all faxes and physical mail. Act as the administrative liaison by coordinating with internal and external partners. 
• Maintain inventory and order supplies. 
• Manage relationships with vendors and service providers. 
• Work with the Operations Coordinator to train new and current staff on operational tools such as Google, Databases and Drives. 
• Assist with onboarding of new staff and ensure they have all needed accounts, access, supplies and equipment. 
• Serve as point person for IT and Database needs. 
• Process subpoenas and information requests. 
• Assist Program Manager and Operations Coordinator in adhering to program budgets and financial policies and guidelines. 
• Assist with staff meetings and team meetings. Attend training and agency meetings and events. 
• Work collaboratively with the agency administrative and operations team to ensure successful agency operations. 
• Maintain all documents, including electronic documents keeping forms uniform and updated. Create new documents and forms as needed. 
• Maintain clean and orderly space as well as maintenance and alteration of areas, equipment and facilities. 
• Serve as point person for IT and Database needs. 
• Work with leadership to coordinate staff training and assist in the implementation of new programming and models from start to sustainability. 
• Run required errands. 

Program Support (30% of your time) 

• Work with the Operations Manager in the planning, coordination and completion of quarterly peer support community events. 
• Manage all client assistance processes and records. Purchase and track client assistance and incentive items. 
• Maintain group calendars and schedules. Process referrals and schedule informationals and orientations. 
• Coordinate and support programming and all required documentation and communication internally and externally. 
• Inventory, order and maintain all program curriculum manuals, supplies and props needed for group programming. 
• Maintain the programs filing system and all program and client files. Complete quality assurance checks of client files, documentation and processes. 
• Maintain record of invoices and receipts. Log incoming donations. 
• Maintain confidentiality within the rules and regulations of TPN and JCCJ; with the exception of any information received that will affect the safety and security of the institution, participants and staff. 

Database Administration (30% of your time) 

• Enter and maintain program data in the agency database, files and records. 
• Supply needed data and information to the Program Manager, Operations Coordinator and Programs Analysts for agency reporting and analysis. 
• Other duties as assigned. 

Participation in Shared Leadership (=5% of your time) 

• Be a champion in the shaping and sustaining of a diverse, equitable, inclusive and just workplace, with a focus towards creating racial equity. 
• Participate on cross-departmental teams or committees regarding organizational policies, processes and work environment 
• Participate in Temporary Teams, Equity Team, Employee Resource Groups, and other teams 
• Contribute individualized skills, knowledge, experience and expertise to help the agency reach its mission 

WHO YOU WILL BE COUNTED ON TO BE

Required Cultural Values: Staff are expected to embody certain cultural values to support TPN’s mission: communicate effectively, value one another, show respect, demonstrate accountability, display a high level of self-awareness, participate in shared leadership and continuous growth and learning, live values of diversity, equity, inclusion, justice, and belonging, and engage in personal work to further DEIJB values and impact.

Commitment to Racial Justice. Staff are expected to interact effectively across racially diverse teams, partners, and experiences, apply a racial equity lens in their work and commit to the ongoing work required to move TPN toward a more diverse, equitable, and inclusive and just organization.

Experience and skills we are interested in: 

• Lived experience with addiction and recovery and criminal justice involvement 
• Experience equivalent to an Associate’s Degree in a related field 
• Two or more years of related experience working in progressive administrative roles 
• Experience working with diverse populations 
• Must possess a valid driver’s license and have access to a motor vehicle during work hours that is covered by adequate car insurance. 
• Must pass a Motor Vehicle Report (MVR) check that meets the organization’s underwriting criteria 
• Basic level computer capabilities in use of databases, web-based environments, word processing, email, and spreadsheets. 
• Must pass a background check, employment verification, and drug screen (which does not include testing for marijuana). 

Valued Education and Experience 

• Experience equivalent to a Bachelor’s degree in a related field 
• Three or more years of related experience 
• Experience in corrections, criminal justice, or nonprofit settings 

OTHER INFORMATION 

Working Conditions/Travel Requirements 

The Pathfinder Network follows public health guidance for any public health emergencies and will remain in compliance with any vaccination or isolation requirements from partner agencies. 

This job operates within an office environment and community service delivery setting and will work remotely from home regularly. This is largely a sedentary role and this role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines. 

This is a full-time, non-exempt position, working 40 hours each week. This role requires flexibility in work schedule. Typical days of work are Monday through Friday; however, evening and weekend work is required, as needed.  

Frequent travel is required in the community and to meetings and trainings. Travel to TPN administrative office in Portland, Oregon and program sites across the state may be required periodically with advanced notice. All travel is reimbursed.  

Please note this position description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. 

Compensation and Benefits: This is a non-exempt, full-time position. The hiring range for this position is $21.60 - $22.25 per hour, DOE. Salary offers are determined in conjunction with an internal pay equity assessment.

For more information on our total compensation and benefits, visit The Pathfinder Network • Work With Us