Receptionist

Position Summary: The Receptionist provides direct client intakes to individuals impacted by domestic violence, sexual assault, crime victimization, and sexual exploitation. This role ensures timely information and referrals, initial assessments of needs, walk-in services, and performs general office duties to support the operational wellbeing of the organization including clerical tasks.

The Receptionist follows organizational protocols, best practices, and applicable legal requirements. A Receptionist works under the guidance of the Executive Director or Manager and are responsible for accurate documentation and data entry related for the services the organization offers. As capacity allows, a Receptionist can support funded programs, outreach efforts, and organizational events that contribute to the continuity and effectiveness of survivor services.

Essential Functions

To perform this job successfully, an individual must be able to satisfactorily perform each of the essential responsibilities listed below.

Direct Client Services

• Greet and welcome individuals to the business office and provide trauma-informed guidance through the intake process.
• Provide advocacy-based information, education, referrals, documentation, and continuity of care planning and actions.
• Coordinate immediate and ongoing services for new and existing clients, including referrals to appropriate internal and external programs for advocacy, shelter, and support.

Community Relationships and Outreach

• Maintain professional and positive relationships with all systems that interface with clients.
• Coordinate outreach and partnerships for clients or to enhance awareness around services.
• Routinely update social media accounts with guidance from key employees.
• Routinely create flyers or marketing materials with guidance from key employees.

Administrative and Program Support

• Adhere to agency policies and procedures, including confidentiality, mandatory reporting, and ethical standards.
• Maintain professional, respectful, and collaborative relationships with systems that interface with clients, including law enforcement, medical providers, courts, and allied agencies.
• Build and sustain professional relationships with community service providers and maintain current knowledge of available community resources and referral options.
• Complete accurate, timely, and confidential recordkeeping, filing, and data entry for all client files across the programs in accordance with organizational and funder requirements.
• Champion and engage in fundraising efforts of the organization to diversify funding. Covering a minimum of one Windfall Thriftstore shift a month.

Secondary Functions

• Complete delegated tasks that support outreach activities, community events, and fundraising initiatives.
• Successfully complete “Advocacy for Rookies” training and any additional training required by funders or the organization.
• Maintain all annual and ongoing training requirements for programs supported, using a self-directed and timely approach.
• Maintain a clean, safe, and welcoming environment for clients by completing routine cleaning and upkeep tasks, including in shelter or transitional living units, to support a positive client experience.
• Promptly notify appropriate staff when supplies are low or when repairs, safety concerns, or maintenance needs are identified.
• Perform other duties as assigned or needed to support organizational success.
• Perform additional administrative duties as assigned, such as pay requests.

Knowledge & Skills

To perform this job successfully, an individual must meet the minimum qualifications listed below. These qualifications are representative of the knowledge, skill and/or ability required to perform this job.

• Strong active listening skills.
• Exceptional organizational and communication skills.
• Demonstrated commitment to respecting individual differences and effectively serving diverse populations.
• Positive, solution-oriented approach, with a willingness to both seek and provide guidance within a team environment.

Education & Experience:

• 2 years of experience in providing domestic violence, crime victim, and sexual assault advocacy or equivalent work in the social or public services sectors preferred.
• Fluency in Spanish, Mam, American Sign Language, or other locally relevant languages is preferred.

Certificates and/or Licenses:

• Valid Washington State Driver’s License, reliable transportation, and auto insurance required.
• Must meet all training requirements for advocacy and direct service roles as required by Washington State and agency policy.

Physical Requirements:

• Sit or stand for extended periods.
• Work at a computer for prolonged periods.
• Lift up to 25 lbs. occasionally.
• Drive throughout the region for meetings, court support, outreach, and partnership activities.
• Communicate clearly in person and over the phone.
• Work occasional evenings and weekends and participate in on-call coverage as required to support program and client needs.

Equipment / Tools Utilized:

Duties of this position will require regular use of these types of equipment and tools:

• Standard office equipment including computer, phone, copier, and printer.
• Agency vehicles or personal vehicle for outreach and meetings.
• Communication tools for crisis response and on-call coverage.

Environmental Conditions

While performing the essential responsibilities of this job, the employee may experience the following environmental conditions at the frequency indicated:

• Work performed primarily in an office environment, occasional exposure to outdoor conditions during outreach.
• Regular travel throughout service region for meetings, partnerships, and outreach.