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Part Time - Time Limited Reception/Office Assistant

Posted by
Solid Ground
|
Seattle, WA
New
|
Published 10 days ago

Solid Ground believes poverty is solvable. Our communities are stronger when we support stability and break down the barriers to overcoming poverty. Solid Ground does both. We combine direct services with advocacy to meet basic needs, nurture success, and spread change. Through our programs, people gain stability and build skills that equip them to move forward in their lives. Through advocacy, we work toward ending racism and other oppressions embedded in our institutions, policies, and culture that hold people back from succeeding. We bring the voices of people experiencing poverty into the political process, furthering social justice and supporting our entire community to reach its potential. As our workforce evolves to reflect the diversity of the communities we serve, our agency and workplace will be enriched and strengthened and as such we will:

  • Demonstrate the initiative to learn and enhance skills that promote anti-racism, cultural competency and an understanding of oppression and its impact.
  • Participate in intentional learning efforts, including events relating to understanding and dismantling institutional racism and building cultural competency. 

Job Summary: Solid Ground is a non-profit social service organization that provides a variety of services primarily to residents living on low-incomes in Seattle-King County. The Reception/Office Assistant provides reception services and clerical support to agency staff. This position answers a high volume of incoming calls, conducts initial assessment of the needs of callers and walk-in clients and makes referrals to appropriate agency staff as well as other agencies within the community in a way that ensures appropriate hand-offs, helps with maintenance and programming of the phone system, routes and posts mail for all Solid Ground sites, completes accurate monthly reports including possible data entry, assists with contract routing throughout the agency, is responsible for being prepared to handle any safety issues that may arise, and completes projects as requested by the Support Services Supervisor and other programs. This position is time limited through September 30, 2021. 

Essential Duties, Responsibilities & Tasks:

45% Answer incoming calls on a multi-line phone system and provide TTY services. Greet callers and walk in clients when we reopen. Evaluate and screen immediate needs of callers and make appropriate referrals to agency staff and programs. Learn, use, and maintain extensive and up to date knowledge of all agency programs, including maintaining resource binders containing community information. Explain agency and/or program limitations and options. Stay current on availability of various services offered throughout the community. Use de- escalation skills to work with callers and in person visitors when in crisis when we reopen. Use interpreter services for callers and visitors needing these services.

25% Maintain and update phone system, including recordings, daily operational status, open and closed hours for agency phones, including instruction and support for staff on phone use. Maintain tenant and mortgage counseling hotlines, including changing operational hours and days as requested. Train staff members and troubleshoot copier, fax, scanner, and printer use. Report and evaluate building & equipment services and repairs as needed. Track service delivery and input data into spreadsheets and/or database. Provide support to Support Services Supervisor.

20% Provide wide range of administrative support to agency staff including creating and updating flyers, forms, and correspondence. Process and distribute incoming and outgoing mail for all sites as well as faxing, filing and copying. Train online ordering procedures for supplies to staff at all sites; oversee, compile, order and distribute office supplies weekly. Compile detailed agency wide and site specific monthly reports for Accounts Payable as needed. Track, route, check, and return all agency contracts. Coordinate and document long-term bulk record storage, document locations and annual file purges. Schedule meeting room use. Open and close phone lines on daily basis (10am-2pm, M-F until Solid Ground reopens). Complete monthly reporting as needed.

5% Make and distribute all agency staff I.D. badges; maintain reservations for staff trainings and events; work closely with Safety and Emergency teams; handle emergency situations as they arise.

5% Participate in program, department and agency meetings and relevant trainings as required.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. 

Education & Experience:

Requires one of the following:

a) A high school diploma AND two years of experience in an administrative office support setting

b) Any combination of education, experience and measurable performance that demonstrates the capability to perform the duties of this position

Minimum Qualifications:

  • Demonstrated ability to handle multiple tasks under stressful situations
  • Demonstrated excellent customer service skills
  • Demonstrated excellent communication skills, both oral and written
  • Demonstrated ability to work individually in a self-directed manner and as part of a team in
  • group projects
  • Demonstrated ability to take general direction and apply it to specific circumstances as the
  • situation requires
  • Demonstrated Excellent organizational abilities, initiative and attention to detail
  • Demonstrated effective time management skills, ability to multi-task, ability to ask questions
  • as needed as well as to use knowledge, resources and experience to problem solve
  • Demonstrated accurate record keeping skills, ability to maintain accurate files and databases
  • Willingness and ability to work with people from a variety of racial, cultural and economic
  • backgrounds, with various lifestyles, sexual orientations, and of all ages.
  • Proficient knowledge of computer software (Microsoft Word, Publisher, Excel, and Outlook)
  • Familiarity with social services throughout Seattle and King County
  • Access to reliable vehicle, willingness to drive as needed in King County, valid driver’s license
  • and clean driving record

Desired Qualifications:

  • Experience working in a social service agency.
  • Bilingual skills strongly desired.

Physical Demands/Working Conditions: This position works performing multiple office duties. The work includes: answering phones, greeting clients when reopen, ordering and distributing office supplies and mail, trouble shooting copiers and printers, typing, copying and a high volume of program projects. Position requires employees to lift up to 40 pounds and push or pull 20 pounds for distribution of office supplies and mail. Employees spend 50% of their time answering the phone and greeting clients, and 50% of their time typing, mailing, distributing supplies, and copying. Position has the ability to sit/stand as needed. During the current COVID-19 pandemic, must be available to work from 09:45 a.m. to 02:45 p.m. Monday-Friday while the building is closed. This position is not a remote position and requires working in the building to support staff on site and who are working remotely. These hours will change when Solid Ground reopens.

Solid Ground is an equal opportunity employer committed to workplace diversity. We do not discriminate on the basis of gender, age, race and color, religion, marital status, national origin, disability or veteran status. 


Solid Ground believes poverty is solvable. Our communities are stronger when we support stability and break down the barriers to overcoming poverty. Solid Ground does both. We combine direct services with advocacy to meet basic needs…

Details at a Glance

  • Time Commitment
    Part Time Schedule
  • Job Type
    Temporary
  • Start Date
    May 15, 2021
  • Application Deadline
    May 14, 2021

Salary

$20.20 per hour plus benefits - Part time: 25 hours/week

Location

On-site
1501 N. 45th St, Seattle, WA 98103

How to Apply

To Apply: Applicants must complete the Solid Ground Application Form specific to this position. To find an application online, go to https://www.solid-ground.org/get-involved/careers/ then click on the Job Title for this position and complete the application. You may also leave a message on our job line at 206.694.6840 requesting a specific job application, or you may apply in person at 1501 North 45th Street in Seattle’s Wallingford neighborhood. Please attach a cover letter and resume.

To Apply: Applicants must complete the Solid Ground Application Form specific to this position. To find an application online, go to https://www.solid-ground.org/get-involved…

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