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Operations Specialist

2 months ago

Seattle, United States Crisis Connections Full time
Job DescriptionJob DescriptionDescription:

Position Title: Operations Specialist

Reports to: Business Operations Manager

Type: Full-Time, Non-Exempt.

Pay Rate: $30.43/hr.

Location: Fully Onsite in Seattle, WA

Union Representation: OPEIU Local 8

Schedule: Monday to Friday, 9am-5pm (some flexibility required)


Program Summary: Crisis Connections is seeking an experienced Operations Specialist to facilitate the efficient business operations of the organization at our Seattle office. This role will support the team by managing the office environment, providing administrative support to the leadership team, and supporting company engagement efforts.


Position Summary: The ideal candidate will be a self-starter, comfortable working with minimal supervision, detail-oriented, an excellent communicator, and an organized multitasker who is able to manage many projects simultaneously and meet tight deadlines while ensuring excellent customer service and staff relations. This role reports to the Business Operations Manager.


JOD DUTIES AND RESPONSIBILITIES:

  • Ensure a welcoming environment for our staff, volunteers, and guests.
  • Welcome and ensure all visitors complete the necessary documentation.
  • Answer business office telephones in a prompt, professional and courteous manner; providing key information about our organization and services efficiently and courteously. Route inquiries to appropriate contacts.
  • Ensures compliance with HIPAA (Health Insurance Portability and Accountability Act) requirements when engaging with callers, visitors and emails.
  • Manage requests for brochures and other promotional materials to appropriate department contact.
  • Manage badge distribution, facility access, workspace assignments, and required documentation for new employees.
  • Audit key card badges, including tracking active, terminated, and deactivated users in a timely manner in Excel and the MSRE Portal Tenant System.
  • Main point of contact for building and maintenance needs, as well as communication on office related matters, concerns and problems.
  • Manage and maintain office files, supplies, and shared resources for shared areas.
  • Set up, monitor, organize, and stock all common areas and supplies.
  • Receive, sort and forward all incoming mail and shipments; handles outbound mailings as requested.
  • Oversees deliveries, and manages the Pitney Bowes postage meter, and adjusts sent back mail at the department level.
  • Receives check donations and prepares for processing by accounting department using Microsoft Excel for tracking.
  • Ensures safety, security, and cleanliness of the work environment, such as offices, conference rooms, kitchen and shared areas, ensuring they are prepared and ready for meetings, events, etc
  • Coordinate and schedule services with office-related vendors, equipment service providers, food and beverage vendors, security, and cleaning services, etc.
  • Supports the executive leadership team with meetings, events, and presentations as requested.
  • Support internal communications using MS office Teams, SharePoint, email, and chat.
  • Manage facilities-related projects as needed, including inventory, maintenance requests, office equipment functionality, office transitions and facility upkeep and improvement.
  • Educate and communicate with staff on office protocols and procedures to ensure understanding and compliance.
  • Coordinate, organize and help at various company meetings, events, and celebrations.
  • Assist with ad hoc requests from agency’s project teams as needed.
  • Serve as a member of the health and safety committee, capturing minutes and emerging tasks.
  • Other duties as assigned


QUALIFICATIONS AND REQUIRED SKILLS:

  • Minimum 3 years’ work experience as an Office Assistant or similar role within a professional office environment.
  • Strong interpersonal skills to effectively collaborate with internal & external stakeholders.
  • Excellent verbal and written communications skills with keen attention to detail.
  • Highly organized, detail oriented, and self-motivated.
  • Demonstrates ability to take initiative, anticipate needs, and exercise sound, independent judgment.
  • Proficient in use of Microsoft Office suite, including Word, Excel, Outlook PowerPoint, Teams and SharePoint.
  • Ability to multitask and prioritize workload in a fast-paced environment.
  • Ability to work under pressure.
  • Experience in mailing, shipping/receiving preferred.
  • Experience of being trusted with highly confidential and sensitive information. This role involves access to secured client information, personnel information, use of a credit card and access to financial records and passwords.
  • Experience working with individuals from diverse cultures and communities.

KNOWLEDGE AND ABILITIES:

  • Proven track record of cultivating and nurturing productive professional relationships across diverse stakeholders, fostering collaboration, and achieving organizational objectives.
  • Demonstrated capability in collaborating seamlessly within interdisciplinary teams comprising clinical personnel and volunteers, leveraging collective expertise to deliver high-quality outcomes.
  • Established proficiency in thriving within demanding work environments, exhibiting resilience and adaptability to effectively manage and mitigate stressors while maintaining focus on delivering exceptional results.


Requirements:

Computer Skills Assessment: Crisis Connections requires a basic Computer Skills assessment to measure computer literacy and skills. The assessment is approximately 15 minutes in length, and timed. HR will provide a link to complete the test after screening qualified candidates.

This assessment will be completed on the candidate's personal computer. Upon request, candidates may take the assessment at one of our 2 office locations as an accommodation. Additional accommodations for the assessment are provided upon request.

Microsoft Office 365 Assessment:

This role requires strong Microsoft Office Skills. We'll test your Microsoft Word, PowerPoint, and Excel skills by sending you a timed Assessment link to ensure you meet our minimum proficiency requirements for the role.

Technology Requirement:

Smart phone with ability to download Multi-factor Authentication (MFA) application.


WORKING CONDITIONS: Individuals in this position should be able to sit or stand for lengthy periods of time. Individuals will need to be able to wear a headset or earphones for calls and meetings. Individuals will need to manage several IT/software platforms at once and be able to function in an environment with moderate noise and distraction.


Thriving employees means a thriving mission: We work hard to embrace diversity and inclusion. We welcome everyone's lived experiences, cultures, and expertise, at Crisis Connections because it strengthens our team and the care we provide to the community. BIPOC, persons with disabilities, and members of the LGBTQ+ community are strongly encouraged to apply.


We are dedicated to supporting our employees by offering excellent benefits and career progression opportunities:

  • Excellent medical, dental, and vision coverage
  • Annual wage increases
  • Generous Paid Time Off & 12 Paid Holidays
  • Discount on ORCA transit pass
  • Free Parking & Flexible Schedules
  • Growth opportunities
  • Self-care tools & weekly check ins with your supervisor

Voluntary Benefits

  • Short-term and long-term disability
  • Flexible Spending Accounts (FSA)
  • 403B Retirement Plan
  • Gym classes

OFFERS OF EMPLOYMENT: All offers of employment are contingent upon successful completion of a background check including a Criminal History Report and Reference Check.


DISCLAIMER:

The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, or to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications, and objectives required of employees assigned to this job. As an adaptive organization, responsibilities can and will change in alignment with greater efficiencies and mission metrics.


EQUAL EMPLOYMENT OPPORTUNITY AND NON-DISCRIMINATION:

Crisis Connections (CC) is committed to equal opportunity for all employees and applicants. CC does not discriminate with regards to hiring, assignment, promotion, or other conditions of staff employment because of race, color, religion, sex, national origin, age, marital status, sexual orientation, gender, gender identity, veteran status, disability, genetic information, or any other status protected under local, state, or federal law.

In accordance with the Americans with Disabilities Act, upon request, reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of our positions.


Crisis Connections is an equal opportunity employer. We value having employees whose skills, experience and background reflect the diverse populations we serve.