MOW - Administrative Assistant II

SUMMARY OF POSITION

The Meals on Wheels Program Administrative Assistant II provides advanced administrative, communications, and program support to the Meals on Wheels Program Supervisor and the Meals on Wheels team. This position performs complex administrative functions; develops and maintains program data, communications, and digital content; supports fundraising and community engagement activities; and assists with marketing, outreach and special projects.

The individual in this role performs in a manner which promotes customer service and harmonious working relationships, including treating all persons courteously and respectfully. Engages in effective team participation through willingness to assist and support co-workers, supervisors, and other work-related associations. Develops good working relationships with division and agency staff and supervisors through active participation in accomplishing group projects and in identifying and resolving problems in a constructive manner. Demonstrates openness of constructive feedback and suggestions, to strengthen work performance. Contributes to a positive, respectful, and productive work atmosphere. Regular attendance is required to meet the demands of this job and to provide necessary services. This position is a Mandatory Reporter by statutory requirement.

ESSENTIAL JOB DUTIES

50% Communications, Marketing and Digital Content Management

• Develop, edit, and produce newsletters, presentations, and marketing materials.
• Create digital content using basic to intermediate graphic design knowledge and tools.
• Maintain and update program social media accounts and engagement metrics.
• Coordinate and update website content to ensure accuracy and timeliness.
• Support promotional efforts for fundraising activities, donor campaigns, and community events.

25% Administrative Operations and Program Support

• Perform complex administrative and clerical functions requiring accuracy, confidentiality, and independent decision-making.
• Utilize advanced knowledge and features of Microsoft Office software (Word, Excel, PowerPoint, Outlook) and other office programs to support operations.
• Track tasks, monitor workflows, and ensure timely follow‑through on assignments.
• Apply and maintain knowledge of agency, program, and regulatory policies and procedures.
• Coordinate calendars, schedule meetings and appointments, and organize events and logistics.
• Prepare agendas, take and distribute meeting minutes and maintain program records and files.
• Respond to public inquiries, provide information, and refer individuals appropriately.
• Provide general support to the Program Supervisor and the Meals on Wheels team

20% Community, Sponsor & Fundraising Coordination

• Maintain sponsor and donor communication records and ensure timely follow-up.
• Support the development, planning, and execution of fundraising activities and community-based events.
• Assist individuals and community groups participating in fundraising or volunteer efforts.
• Attending committees, workgroups, or community meetings at local or state level to represent the program.

5% Other duties as assigned

WORKING ENVIRONMENT AND PHYSICAL DEMANDS

Work is primarily performed in an office setting with frequent computer, telephone, and desk‑based activity. The position requires extended periods of sitting, typing, and repetitive motion. Limited travel throughout the three‑county area may occur for errands, training, events, or visits to other Cascades West locations.

SUPERVISION RECEIVED: Receives general supervision from a Senior & Disability Services Meals on Wheels Program Supervisor.

SUPERVISORY RESPONSIBILITIES: None.

MINIMUM QUALIFICATIONS

Experience & Training

Completion of high school or equivalent and at least two years of progressively responsible experience which demonstrates knowledge, skills, and abilities of position essential job duties; OR, any satisfactory equivalent combination of education, training, and experience which demonstrates the knowledge, skills and abilities to perform the duties of the job.

Knowledge, Skills and Abilities

• Strong proficiency with Microsoft Office Suite and ability to learn new software and databases.
• Ability to maintain, update, and create content for websites and social media platforms.
• Ability to research and write articles for newsletters.
• Knowledge and experience in fundraising events and best practices.
• Experience publishing a newsletter/blog or other print marketing.
• Preferred experience with digital geofencing and website optimization.
• Ability to operate and instruct others in the use of standard office equipment.
• Ability to manage calendars, schedules, and competing priorities with accuracy.
• Skilled in performing detailed, complex clerical and data‑entry tasks.
• Ability to work independently, meet deadlines, and handle a high volume of work.
• Knowledge of modern office practices, procedures, and workflow systems.
• Strong written and verbal communication abilities, including editing, formatting, and professional correspondence.
• Ability to work courteously and effectively with staff, volunteers, community partners, and the public.
• Ability to present a professional and confident image in all interactions.
• Knowledge of confidentiality principles, including HIPAA requirements.
• Commitment to accuracy, integrity, and responsible handling of sensitive information.
• Ability to receive and apply constructive feedback to improve performance.

Licenses, Certificates, & Other Requirements

Possession of a Valid Oregon Driver’s License, or the ability to obtain reliable transportation to travel throughout the area.

Position requires successful completion of a criminal history and abuse check.

This job description in no way states or implies that these are the only duties to be performed by an employee occupying this position. Employees are required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor.

Requirements are representative of minimum levels of knowledge, skills, and abilities. To successfully perform this job, the employee will possess the abilities or aptitudes to perform each duty proficiently.