Community Youth Services is recruiting for Senior Administrative Assistant. This position provides administrative support to Senior Leadership team and the agency as a whole through general office functions including, but not limited to: customer service, data tracking, arranging staff travel and conference registrations, providing the main administrative support to the Board of Directors, updating the agency website, managing communications and computer functions, and maintaining a customer-friendly atmosphere at all times.
Start salary is $17.22 per hour. (Full-time, Non-Exempt)
- High School diploma or GED is required plus 4 years of relatable administrative experience. Education and administrative support experience must equal a minimum of four years. If education is used to meet this requirement, degree/courses must be in business or a related field. A transcript may be requested to determine if courses taken qualify.
- Experience with Microsoft Office, web-based data programs and databases.
- Strong organizational skills, and attention to detail, and the ability to multi-task in a fast paced environment and manage competing priorities.
- Excellent communication (verbal and written) skills are required to effectively communicate with both participants and community members.
- Ability to work both independently and as part of a group.
- The ability to handle confidential materials in a professional manner.
- Exceptional customer service (internal and external) that includes patience, compassion, and thorough follow through.
- Enthusiast about learning new technologies and implementing solutions with them.
- Proficiency in typing, grammar, data entry, office machines, basic math and general office procedures.
- 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.
- 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.).
- 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.)
- 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.
- A sensitivity and responsiveness to the cultural differences in the organization's employment and service population.
- Must possess or obtain within 30 days of employment CPR/1st Aid/Bloodborne Pathogen certification. Some positions require CPR before a first shift.
- Strong interpersonal skills, including the ability to work as part of a team.
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.
MAJOR RESPONSIBILITIES AND RELATED TASKS:
General Administrative Duties
- Perform a variety of administrative and coordination duties for organization staff; duties include strategic administrative functions; i.e. creating systems, designing/drafting manuals, or etc.
- Prepare and track complex documents and reports using the MS office Suite.
- Work with Program Directors to schedule conference/workshop reservations and makes travel arrangements.
- Assist with teaching new staff how to operate the general office equipment and onboarding.
- Assist with the coordination of front office activities and work-study schedule and tasks list.
- Open/Close building in rotation with the team which includes taking the agency mail.
- Assist staff with basic computer software problems and SharePoint, when needed.
- Follow and maintain the Front Office procedure manual, updating as needed.
- Provide backup and coverage for other team members as needed by cross training in job duties.
- Perform a variety of administrative and coordination duties for agency programs.
- Prioritize and complete job requests from Senior Management as appropriate.
- Ensure that the reception area is safe, presentable and comfortable for agency guests and staff.
Key Administrative Duties
- Provide Administrative support to the Board of Directors - Record and produce meeting minutes as directed by the Director of Administrative Services, order and sets up food and conference room for monthly Board of Directors meetings, and update the Board website monthly with materials for meetings and attend subcommittee meetings as directed to produce meeting minutes.
- Coordinate agency staff travel and conference arrangements – To include booking flights and hotel rooms, completing conference registrations, compiling travel itineraries, and etc.
- Create and order all agency business cards for necessary staff.
Back-Up Administrative Duties
- Answer phones, greets clients, processes messages, answers inquiries and provides referral information to agency customers and refer clients to appropriate staff members.
- Receive rent payments and donation checks, fill out receipts, and log in the agency monetary logbook.
- Assist with processing incoming donations on a back-up basis when the Development Associate is out of the office.
- Process requests for conference room and agency vehicle reservations on a back-up basis.
- Submit Support Service and Purchase Order Requests daily and distribute to participants and youth.
- Distribute monthly bus passes to participants and staff and maintain the tracking log.
- Check in and out Agency Equipment and keys to agency vehicles.
- Assist in security and distribution of paychecks to YouthBuild program participants, staff and Foster Parents on paydays.
- Distribute agency keys to new staff when the Administrative Coordinator is out, as appropriate.
- Attend required staff meetings and contribute input on program and agency issues.
- Meet with supervisor on a monthly basis to review performance and SMART goals.
Other Related Responsibilities
- Attend relevant trainings, conferences and department/program staff meetings.
- Use Agency or personal vehicle to perform agency business.
- Maintain confidential information.
- Participate as a flexible member of the agency team in order to accomplish the overall agency goals.
- Follow agency policies and procedures Code of Ethics, RCW’s, WAC’s, and other applicable external regulations.
- Participate in creating and maintaining a workplace that values diversity and is free of racism, sexism, heterosexism, and other discriminatory practices.
- Manage time and other resources in a skilled manner.
- Demonstrate professionalism and appropriate boundaries in all interactions.
- Function with creativity, independence and initiative.
- Communicate effectively in both verbal and written form.
- Perform other work as assigned.
Community Youth Services
Why Work Here?Join an organization that is dedicated to empowering at risk youth and families to meet goals around safety, stability, belonging and success. Join a team of professionals whose shared vision is centered around every youth/young adult being part of a supportive home and community while achieving their full potential for personal growth. WHY? Because CYS believes in strengthening our communities by empowering youth and families to create their own success. Join CYS and be a part of the solution with an employer that provides a staff driven culture where we view our staff as our greatest asset in providing quality services, which shows in our 90% retention rate. Community Youth Service is a non-profit located in Olympia, WA.
CYS fosters a supportive, staff-cultured environment where your growth potential is limitless!