Everett Front Desk Administrative Assistant

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%