Office Administration Coordinator

2 weeks ago

Seattle, Washington, United States Downtown Emergency Service Center Full time
Job Overview

Days Off: Saturday, Sunday

Shift: Day (8:30am - 5pm)

Insurance Benefits: Comprehensive Medical, Dental, Life Insurance, Long-term Disability

Additional Benefits: Employee Assistance Program (EAP), Flexible Spending Account (FSA), Transportation Subsidy, Paid Time Off (34 days annually), Retirement Plan

About the Organization:

The Downtown Emergency Service Center (DESC) is a nonprofit entity dedicated to assisting individuals facing the multifaceted challenges of homelessness, substance use disorders, and severe mental health issues. Our mission is to foster a community where no individual is neglected, overlooked, or experiencing homelessness.

As a premier provider of services for multiply disabled adults who have encountered chronic homelessness, DESC supports nearly 2,000 individuals daily. Our integrated service model is crafted to aid individuals in securing and maintaining suitable, safe, and affordable housing. DESC is acknowledged both nationally and regionally as a pioneer in creating innovative solutions to homelessness.

Position Summary:

This role demands a keen interest in delivering administrative assistance within a nonprofit organization that focuses on services for individuals experiencing homelessness, mental health crises, or substance use challenges. The ideal candidate will be eager to develop skills that facilitate engagement and, when necessary, de-escalation of clients to ensure effective communication between clients and their support teams.

Key Responsibilities:

Front Desk & Lobby Management:

  • Welcome clients and visitors entering the office and notify relevant staff of their presence.
  • Help maintain a welcoming environment while being tolerant of atypical client behaviors.
  • Monitor client activities in lobbies and entryways, intervening as needed to prevent loitering, altercations, substance use, and other inappropriate behaviors.
  • Assist individuals in crisis due to mental health issues or substance use.
  • Provide information and referrals to other community services available to those in need.
  • Ensure the cleanliness of the lobby, interview rooms, and workspaces.

Communication & Office Management:

  • Respond to incoming calls with professionalism; direct calls to the appropriate personnel; take messages or transfer calls to voicemail as necessary.
  • Manage incoming mail for clients and staff: receive, sort, and distribute mail, while tracking client correspondence in a database.
  • Order and maintain office supplies and necessary forms for staff use.
  • Coordinate routine maintenance for office equipment.

Documentation & Data Management:

  • Assist program staff in updating and maintaining resource lists and informational manuals.
  • Copy and organize various forms and documents for agency personnel; ensure adequate supplies of frequently used materials.
  • Track company vehicles, manage the reservation calendar, and submit maintenance requests as needed.
  • Input client and service data into the mental health program database, collaborating with staff to ensure accuracy.
  • Organize and file source documents in accordance with established retention or disposal procedures.
  • Generate and distribute reports from DESC's database to relevant staff members.

General Duties:

  • Participate in staff meetings and training sessions as appropriate.
  • Perform other assigned duties as needed.

Qualifications:

  • Proficient typing and clerical skills with relevant experience.
  • Computer literacy, including data entry and word processing capabilities, or related experience with the ability to learn quickly.
  • Ability to work independently with minimal supervision.
  • Flexibility and a collaborative spirit to work effectively with colleagues.
  • Creativity and initiative in problem-solving and system development.
  • Strong attention to detail.
  • Effective communication skills with diverse staff backgrounds.
  • Ability to relate positively to clients exhibiting a range of challenging behaviors.
  • Commitment to a philosophy of cooperation and respect for clients.

Physical Requirements:

The physical demands outlined here represent those necessary for an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made for individuals with disabilities. While executing the responsibilities of this role, the employee will be required to sit, communicate with colleagues, lift and carry items weighing up to 40 pounds, and operate computer systems. Specific vision abilities required include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Diversity Commitment:

DESC is dedicated to fostering diversity in the workplace and promotes equal employment opportunities for all staff and applicants. The organization will not discriminate against any employee or applicant based on race, creed, color, sex, gender, sexual orientation, age, national origin, marital status, or any sensory, mental, or physical disability in any employment practice, unless based on a bona fide occupational qualification. Individuals from diverse backgrounds and veterans are encouraged to apply.

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