Everett Front Desk Administrative Assistant

@ YWCA Seattle King Snohomish
YWCA Seattle King Snohomishywcaseattlekingsnohomish.com

Everett Front Desk Administrative Assistant

Posted 3 months ago

This job is still taking applications, but it's been up a while.

About the job

YWCA Seattle King Snohomish is a 120+ year non-profit serving women and communities. The Everett Front Desk Assistant manages daily operations, supports programs, and champions diversity, equity, and social justice. Benefits include medical, retirement, paid leave, and a supportive work environment.

Requirements

  • AA in related field or experience
  • One year office support experience
  • Proficiency in Word, Excel, Outlook
  • Attention to detail and organization
  • Strong customer service skills

Qualifications

  • Commitment to diversity and social justice
  • Experience working with diverse communities
  • Ability to lift 35 lbs
  • Effective communication skills
  • Self-directed and team-oriented

Full job description

Why work with YWCA Seattle King Snohomish?

YWCA SKS is the region’s largest non-profit organization with a 120+ year legacy, focused on the needs of women, with programs serving 7,000 people each year. When you work with YWCA, you make a difference.

We’re women and BIPOC-led, family-centered, and supportive of employees. As a full-time YWCA employee (30+ hours), you’ll enjoy a benefits package including medical insurance, generous vacation, holiday, sick leave plans, and an outstanding retirement plan. Put your passion for racial equity and social justice to work – apply today!

What You'll Do

The Front Desk Administrative Assistant is responsible for managing daily front desk operations and administrative support at the YWCA’s Everett Regional Center. The Assistant answers and directs all phones calls and emails, welcomes in-kind donations, manages vendors and volunteers and supports the Shelter Plus Care Program and the general operations of the site. This position occasionally supports the finance team by processing vendor invoices and updating spreadsheets.

This position has a social justice component that will allow for critical thinking through the lens of racism and intersections with poverty. Valuing diversity and championing anti-racism policy are core values. As an equal opportunity employer, we highly encourage people of color to apply.


Expectations of your role:

  • Manages daily front desk operations and administrative support at the Everett Regional Center. 
  • Ensures continuous staffing including openings and closings, lunch breaks and preparing for unexpected absences (sick calls, emergencies, no-shows).
  • Answers and directs all phones calls and emails in a professional and friendly manner.
  • Greets and assists community, clients, donors, and vendors ensuring that the highest standards of customer service and welcome are always demonstrated.
  • Maintains and organizes environment of front desk, lobby/reception, back-office and all common areas.
  • Ensures office is stocked with necessary supplies and water.
  • Order office, housekeeping, printing and safety maintenance supplies for Snohomish County.
  • Coordinates and manages vendors.
  • Performs word processing, data entry, scanning and copying. 
  • Accurately keeps and updates data regarding Sonitrol pin #’s and key usage for staff.
  • Point of contact for Sonitrol.
  • Monitors video surveillance system at front desk.
  • Point of contact for YWCA IT Department and works directly with IT and outside internet, phone and copy providers.
  • Performs onsite computer, telephone and copier trouble shooting and maintenance.  Submits IT tickets when needed.
  • Processes incoming and outgoing mail daily.
  • Ensures interoffice mail is delivered on a timely basis.
  • Monitors grounds of the ERC and ensures exterior lights, parking lot and flower beds are in working order and well kept. Submit maintenance tickets as needed.
  • Accepts donations for processing. 
  • Complies with YWCA accounting, cashiering, receipting, audit and fiscal controls.
  • Receiving and documenting payments, fees and donations.
  • Provides administrative support to Shelter Plus Care Program. 
  • Completes program participant correspondence and birthday cards on a regular basis as assigned by Shelter Plus Care Director
  • Keeps emergency information updated for all Snohomish County Staff and volunteers.
  • Adhere to all Volunteer Services protocol relative to volunteer usage and monitoring.
  • Continue search for understanding of racial, gender and class equity.
  • Assure that clients, residents, staff, volunteers and community partners are treated with respect and dignity regardless of race, ethnic background, gender or socioeconomic background.
  • Occasionally completes accounts payable by preparing and processing vendor invoices as assigned by Financial Analyst.
  • Provide administrative support to managers and directors when necessary.
  • Support the YWCA’s Social Justice Initiative by understanding how racism, sexism, classism and other oppressions play out in institutions and systems.
  • Provide culturally relevant conflict resolution and problem-solving strategies.
  • Other duties as assigned.

    • Must have's to be successful:

    • AA in related field or equivalent combination of education and experience
    • Minimum of one year of office support experience which includes the use of word processing and reception duties.
    • Strong knowledge in Word, Excel, Outlook and all computer functions required by agency.
    • Attention to detail and strong organizational and record keeping skills.
    • Well versed in communication between clients, staff, other related agency’s and general public.
    • Strong customer service orientation, including ability to work with the public, clients and staff from diverse cultural and economic  backgrounds.
    • Commitment to working with homeless families and the ability to communicate effectively and in a caring way with homeless clients who are in crisis.
    • Must have ability to maintain confidentiality. 
    • Must be able to work independently as well as in a team environment.
    • Able to lift and carry 35 lbs.
    • Typing, 10 key skills and math aptitude a plus.
    • Commitment to diversity and social justice
    • Experience working with communities of color and people with different cultures than your own
    • Demonstrated understanding of the intersection of racism and poverty
    • Knowledge of issues surrounding homelessness, domestic violence, racism, poverty, substance abuse, mental illness and affordable housing
    • Be self-directed and able to work independently, with minimal supervision.
    • Ability to project a positive image of the agency to the public
    • Have reliable transportation
    • Core Competencies Expected: Race & Social Justice Advocacy, Fostering Diversity, Initiative , Planning & Organizing, Problem Solving, Analytical Thinking, Attention to Detail, Financial Skills, Computer Skills, Collaboration, Communication, Financial Skills, Professionalism,  Time Management.

    Hours, Rate, and Benefits

    • Hourly Rate: $26.50
    • Hours: 40 Hours per week
    • Excellent benefits package including medical insurance, retirement plan, plus generous vacation, holiday, and sick leave plans. For more information about our benefits, please visit: YWCA Careers & Benefits Information
    • At the time of hire, employees may enroll voluntarily in the Fidelity 403b Plan
    • After two years of employment, employees are eligible to participate in the YWCA Retirement Fund

    Physical Requirements

    • Continuously walks, stands, sits, lifts and carries 30 pounds on a daily basis
    • Continuously uses hands and wrists, fingering, handling, grasping and reaching in using telephones, computers, copy machines and other office equipment and supplies
    • Frequently ascends and descends stairs on a daily basis
    • Frequently uses speech, hearing, and sight abilities in exchanging information with agency staff
    • Frequently sits for extended periods while performing desktop activities
    • Frequent local travel to multiple locations for off-site meetings
    • Occasionally reaches outward, stands, squats, kneels, bends, walks in performing duties in the office and in traveling to off-site meetings
    • Indoor office environment
    •  *Continuously = Over 80% of the time * Frequently = 20-80% * Occasionally = Under 20%

    YWCA encourages applicants with a variety of experiences to apply!

    At YWCA, we recognize that lived expertise is a powerful asset. This refers to the insights, knowledge, and skills developed by those who have navigated systems and experienced inequity.

    Valuing lived expertise helps build trust with program participants, develop culturally responsive programs, and break down barriers to equity. It enriches our collective understanding and enhances our ability to serve communities that are furthest from opportunity.

    Mental Health Considerations

    All employees of the YWCA interact with clients who have experienced or are experiencing trauma in various forms, including but not limited to, racial trauma, domestic violence, sexual violence, homelessness, unemployment, and financial hardship. As a result, employees are at risk of secondary trauma. We encourage employees to seek support inside and outside the workplace and maintain self-care routines.

    Equal Opportunity Employment

    YWCA Seattle King Snohomish is an Equal Opportunity Employer.  To read more about this, view the EEO is the Law Poster and this EEO is the Law Poster Supplement.

    For more information

    Contact us at careers@ywcaworks.org with any questions or if you need accommodation for your application.

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