Community Youth Services is recruiting for Administrative Assistant who will provide support to the Senior Leadership team and the agency as a whole through general office functions including but not limited to: customer services, data tracking, archiving, managing communications and computer functions, and maintaining a customer friendly atmosphere at all times.
Starting pay is $16.34 per hour. (Non-exempt) (Fulltime)
CYS is an Equal Opportunity Employer and does not unlawfully discriminate on the basis of race, color, sex, creed, religion, age, marital or nursing mother status, pregnancy, national origin, citizenship, the presence of any sensory, mental, or physical disability, veteran status, sexual orientation, gender identity, gender expression, or any other status or characteristic protected by applicable local, state, or federal law.
About the Agency:
CYS has been a successful and established non-profit in downtown Olympia for nearly 50 years, providing a full continuum of care to meet the needs of at-risk youth and their families in our community. Our 20+ programs help youth with: housing, placement stabilization, family preservation, foster care, education, job training, employment, independent living skills, delinquent behaviors, shelter, and basic needs. About 4,000 youth – and their families – seek services annually in their transition to become independent, successful adult members of society.
Community Youth Services is the largest child welfare agency serving southwest Washington, employing over 175 staff and supporting 120 volunteers. CYS provides a staff driven culture where we view our staff as our greatest asset in providing quality services, which shows in our 95% staff retention rate.
For new full-time employees:
* 3.6 weeks of vacation leave
* 10 paid Holidays
* 12 days of sick leave
* Merit increases of 2.8% annually within pay grade
* Cost of Living increases annually when possible
Free benefits that include:
* Health insurance
* Health Savings Account (HSA) – CYS contributes $100 per month
* Dental insurance
* Vision insurance
* Life insurance
* Employee Assistance Program
After one year of employment:
* Retirement: 100% vested with no time minimums. 3% CYS contribution toward your 403(b) whether or not you invest yourself. Additional 100% CYS match of your retirement contributions up to 2% of your compensation.
* Eligible to apply for tuition assistance program.
1. High School Diploma or GED is required plus 2-4 years related experience/education.
Education and administrative experience must equal a minimum of four years. If education is used to meet this requirement, degree/courses must be in a business or related field. A transcript may be requested to determine if courses taken qualify.
2. Experience with Microsoft Office, web based data programs and databases.
3. Strong organizational skills, attention to detail, and the ability to multi-task in a fast paced environment and manage competing priorities.
4. Excellent communication (verbal and written) skills are required to effectively communicate with both participants and community members.
5. Ability to work both independently and as part of a group.
6. The ability to handle confidential materials in a professional manner.
7. Exceptional customer service (internal and external) that includes patience, compassion, and thorough follow through.
8. Enthusiast about learning new technologies and implementing solutions with them, and
9. Proficiency in typing, grammar, data entry, office machines, basic math and general office procedures.
1. The ability to pass an extensive background check with no history of conviction or perpetration of child abuse or physical harm to a child or children or an individual aged 18 years and above who is or may be unable to take care of themselves, or is unable to protect themselves against harm or exploitation by reason of age, illness, trauma or disability, or any other reason.
2. Professional and personal conduct that maintains a personal and professional background so that criminal history remains free from unlawful conduct. Certain crimes may disqualify employees to have unrestricted access to children or vulnerable populations in accordance with Department of Social Health and Services policy and Washington State law. Professional or personal conduct that causes this clearance to be suspended or denied will result in suspension and/or termination of employment. (Pursuant to RCW 43.43.832, 43.43.832(7), 43.43.834, 43.20A.710 and WAC 388-06.).
3. A valid Washington State Driver License with a minimum of five years’ driving experience and a three-year good driving record evidenced on a Washington driver’s abstract. The ability to pass and maintain a clean driving records check at employment and annually. Professional or personal conduct that results in a restricted or denied driving status could result in termination of employment. (Candidates relocating to the area must provide current proof of three-year driving record from current state; and have ten days from date of employment to provide a copy of a Washington Driver’s License and Washington driver’s abstract.)
4. Proof of personal auto insurance levels provided on your insurance declaration page. Coverage must be current, and copies provided to HR at renewal. Coverages at or above $100,000 combined single limit is required for positions that require driving and is recommended and preferred for positions that have occasional driving.
5. A sensitivity and responsiveness to the cultural differences in the organization's employment and service population.
6. Must possess or obtain within 30 days of employment CPR/1st Aid/Bloodborne Pathogen certification. Some positions require CPR before a first shift.
7. Strong interpersonal skills, including the ability to work as part of a team.
MAJOR RESPONSIBILITIES AND RELATED TASKS:
A. General Administrative Duties
1. Answer phones, greet guests at the front desk, process messages, answer inquiries and provide referral information to guests when necessary.
2. Provide administrative coverage at 3rd Floor reception desk, during working hours.
3. Monitor and distribute daily faxes via email and mail that come in for agency staff and participants.
4. Process requests for conference room and agency vehicle reservations on a daily basis.
5. Check in and out agency equipment and keys to agency vehicles as well as track and maintain monthly mileage logs.
6. Collect rent payments and donation checks, fill out receipts, and log in the agency monetary log book.
7. Prioritize and complete job requests from Senior Management, assist staff with large photo and color copying projects, re-type and create forms, correspondence, reports, etc.
8. Manage Support Service and Purchase Order Requests daily and distribute to participants and staff.
9. Distribute monthly bus passes to participants and staff and maintain the tracking log. Reconciles distributed and remaining passes each month.
10. Order Agency ID badges and vehicle tracking for all agency staff.
11. Update and maintain the Agency phone lists.
12. Manage the Agency Archiving process for off-site storage of records for all agency programs. This includes: tracking, organizing, coordinating with programs to send boxes to storage, and destruction to the off-site vendor ACCESS. Also acts as the liaison to the vendor ACCESS.
13. Assist in security and distribution of paychecks and petty cash checks to YouthBuild program participants, staff, and Foster Parents on paydays.
14. Open/Close building in rotation with the team which includes taking the agency mail.
15. Monitor content and provide updates the Agency website and postings to the company intranet on SharePoint.
16. Print and distribute the weekly conference room schedules and daily 1st floor entry signs with meeting and workshop schedules.
17. Follow and maintain the front office procedure manual, updating as appropriate.
18. Provide backup and coverage for other team members as needed by cross training in job duties.
19. Assist in tracking and recording data for Quarterly Reports.
20. Maintain, and update as necessary, the agency list of community resources and pamphlet walls on 2nd and 3rd floor lobbies.
21. Maintain the agency scrapbook.
22. Assist staff with large mailings and instruct staff on how to operate the general office equipment.
23. Process supply orders from online vendors and track agency inventory.
24. Maintain general office supplies and process a weekly Staples order to replenish needed items.
25. Assist with processing incoming donations to the agency when the Development Associate is unavailable.
26. Ensure that the reception area is safe, presentable and comfortable for agency guests and staff.
27. Assist staff with basic computer software problems and SharePoint, when appropriate.
B. Professional Development:
1. Attend required staff meetings and contribute input on program and agency issues.
2. Meet with supervisor on a monthly basis to review performance and SMART goals.
C. Other Related Responsibilities
1. Attend relevant trainings, conferences and department/ program staff meetings.
2. Use Agency or personal vehicle to perform agency business.
3. Maintain confidential information.
4. Participate as a flexible member of the agency team in order to accomplish the overall agency goals.
5. Follow agency policies and procedures Code of Ethics, RCW’s, WAC’s, and other applicable external regulations.
6. Participate in creating and maintaining a workplace that values diversity and is free of racism, sexism, heterosexism, and other discriminatory practices.
7. Manage time and other resources in a skilled manner,
8. Demonstrate professionalism and appropriate boundaries in all interactions.
9. Function with creativity, independence and initiative.
10. Perform other work as assigned.
CYS is an Equal Opportunity Employer In order to provide equal employment and advancement opportunities to all individuals, employment decisions at Community Youth Services will be based on merit, qualifications, and abilities. Community Youth Services will not tolerate discrimination in employment or personnel practices including the advertisement of positions, recruitment, selection, promotion, demotion, transfer, disciplinary action, layoffs, or termination. These activities shall be conducted without regard to race, color, sex, creed, religion, age, marital or nursing mother status, pregnancy, national origin, citizenship, the presence of any sensory, mental, or physical disability, veteran status, sexual orientation, gender identity, gender expression, or any other status or characteristic protected by applicable local, state, or federal law.
Applicants wishing to receive job posting in an alternative format, or who need accommodation with the application process are encouraged to contact CYS Human Resources at firstname.lastname@example.org.