Administrative Assistant II - General Admin.
Reports To: Office Services Supervisor
Status: Regular, 31 hours per week, 12 months per year
Hiring Range: 12 ($17.00 to $18.92 per hour)
Closing Date: August 10, 2017 or when filled
The administrative staff at Neighborhood House is dedicated to providing exceptional, professional and timely support to staff, clients and volunteers. We are searching for a top-notch, highly skilled Administrative Assistant who shares our can-do attitude, with strong clerical, communication, and customer service skills.
This position requires superior interpersonal ability, excellent planning and organization, great attention to detail, the ability to shift direction in response to changing work situations, and the capability to work independently, under pressure. This person must be reliable, dependable and capable of being the “go to” person at their site. As the first impression of our agency, the Administrative Assistant must provide exceptional customer service at all times. This position is the bridge between staff and the communities we serve. This position is primarily located at our main administrative Weller building, and may need to travel to other sites on occasion.
- Present a warm and welcoming environment that exemplifies our “No Wrong Door” approach to client service. Perform reception duties, including professionally answering and screening incoming calls, responding to inquiries, and greeting and directing all visitors (staff, clients, vendors, donors, etc.).
- Provide responsive, high-quality, high-volume project support such as data entry, filing, office moves, archiving client/program, files, mass mailings and other tasks for approximately 30 staff members.
- Demonstrate exemplary problem-solving, diplomacy and advocacy skills for a wide variety of clients and visitors.
- Sort incoming mail, interoffice mail, and faxes and distribute to appropriate staff in a timely manner. Maintain post office accounts and postage supply.
- Train, supervise and support volunteer receptionists. Work with volunteer coordinator to recruit and retain high quality volunteer receptionists.
- Review invoices, complete purchase orders, oversee petty cash and petty cash reimbursements with accuracy and timeliness for the team members and participants of meetings.
- Maintain organization and neatness of copy room, kitchen area, lobby, common areas and storage rooms. Monitor office equipment and shared resources (coordinate repairs as needed).
- Attend and participate in Office Services Team meetings. In coordination with Office Services Supervisor, IS Manager and Facilities Manager, ensure NH site meets Office Service Team standards.
- Attend and participate in Safety Committee meetings. In coordination with Office Services Supervisor and Facilities Manager, oversee safety and emergency preparedness at NH site. Train staff on site safety and emergency protocols.
- Order, inventory and distribute supplies for NH site.
- Assist with maintenance and coordination of phone system, facilities operations and repair implementation; foster and maintain positive working relationships with agencies, vendors and contractors.
- Provide communications support and assistance to ensure timely responses to inquiries including: acting as liaison for site with internal & external partners; answering questions and routing requests appropriately; taking and distributing minutes of meetings; and drafting or assisting with administrative communications (emails, newsletters, meeting agendas, event calendars, etc.) to staff community members, volunteers and members of the general public.
- Plan special nonrecurring and ongoing projects, meetings and events: Create agendas, reserve venues, coordinate refreshments and manage various other needs.
- Assist Directors, Division Managers and site staff with a variety of administrative/secretarial needs.
- Provide support for Board meetings including ordering food, prepping Board packets and setting up the conference rooms.
- Assist Human Resources, Accounting, Development, Facilities, direct service programming, or other teams with miscellaneous support including filing, scanning, and copying projects.
- Perform other duties as assigned.
- High school diploma required. Associates degree preferred.
- Minimum two years of experience performing high-volume administrative tasks (typing, reception, filing, operating office machines, etc.) in an office environment, preferably within a fast-paced, complex organization.
- Superior customer service, strong organizational skills, detail-orientation, ability to meet deadlines and follow-through.
- Ability to work independently with minimal supervision.
- Ability to prioritize and manage multiple tasks simultaneously.
- Excellent written and verbal communication skills. Excellent phone etiquette. Possess exceptional interpersonal skills.
- Dependability, promptness, good judgment, initiative, able to work under pressure and eagerness to learn new things.
- Ability to handle confidential and sensitive information with discretion.
- Ability to work with and be sensitive to diverse cultural, economic and ethnic backgrounds.
- Strong computer skills. MS Office proficiency, including Word, Excel and Outlook. Knowledge of Adobe Acrobat is a plus.
- Willingness to comply with the established agency performance standards which include: productivity/personal responsibility, client/customer service-orientation, embracing a team player orientation and maintaining a professional demeanor.
- Current CPR and First Aid certificate within 30 days (maintain current certificate during employment).
- Current Food Handler certificate within 30 days (maintain current certificate during employment).
- Child Protective Services (CPS) Training within 2 weeks of employment.
- Must pass Neighborhood House Background Check Requirements.
- Experience working with volunteers.
- Bilingual candidates preferred.
for more details about our benefits program.
Neighborhood House is an Equal Opportunity Employer. Applications are considered without regard to race, age, sex, color, creed, religion, disability, national origin, marital status, mental or physical handicap, sexual orientation (heterosexuality, homosexuality, bisexuality) and expression of gender identity or any other classification protected by law. Neighborhood House encourages and gives hiring preference to current and former Head Start parents and children. We encourage people of color and residents of the communities we serve to apply.
Submit agency application
along with resume and cover letter. For your convenience, we offer several ways for you to submit your completed application:
In Person or Mail to
8:00am – 5:00pm Monday-Friday
1225 S. Weller Street, Suite 510
Seattle, WA 98144
Attn: Human Resources
For more information
Inquiries may be directed to Human Resources at (206) 461-8430 or by e-mail to firstname.lastname@example.org