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Office Administration Coordinator

2 months 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 (no premiums/payroll deductions for employee coverage), Dental, Life Insurance, Long-term Disability

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

About Downtown Emergency Service Center:

The Downtown Emergency Service Center (DESC) is a nonprofit organization dedicated to assisting individuals facing the intricate challenges of homelessness, substance use disorders, and severe mental health issues. Our mission is to foster a community where every individual is valued and no one is left without support.

As a leading provider of services for multiply disabled adults who have experienced chronic homelessness, DESC serves nearly 2,000 individuals daily. Our integrated service model is crafted to help clients secure and maintain safe, affordable housing. DESC is recognized both nationally and regionally for its innovative approaches to tackling homelessness.

Position Summary:

This role necessitates a keen interest in delivering administrative support within a nonprofit setting focused on services for individuals facing homelessness, mental health crises, or substance use challenges. The ideal candidate will be adept at developing skills to engage and, when necessary, de-escalate interactions with clients, ensuring effective communication between clients and their care teams.

Key Responsibilities:

Front Desk & Lobby Management:

  • Welcome clients and visitors upon arrival and notify relevant staff members.
  • Maintain a welcoming environment while demonstrating tolerance towards diverse client behaviors.
  • Monitor client activities in lobbies and entryways, intervening when necessary to discourage inappropriate behaviors.
  • Assist individuals in crisis due to mental health issues or substance use.
  • Provide information and referrals to additional community services for clients in need.
  • Ensure the cleanliness and organization of the lobby, interview rooms, and workspaces.

Telephone, Mail, and Office Supplies Management:

  • Answer incoming calls promptly and courteously; direct calls to appropriate personnel and take messages as required.
  • Handle incoming mail for clients and staff, sorting and distributing it appropriately.
  • Manage the ordering and supply of office materials needed by staff.
  • Coordinate routine maintenance for office equipment.

Administrative Support:

  • Assist program staff in updating and maintaining resource lists and informational manuals.
  • Prepare and organize various documents for agency staff, ensuring an adequate supply of essential materials.
  • Track company vehicles and manage scheduling through MS Outlook.
  • Input client and service data accurately into the mental health program database.
  • Organize and file documents in accordance with established retention procedures.
  • Generate and distribute reports from DESC's database to relevant staff members.

General Responsibilities:

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

Qualifications:

  • Strong typing and clerical skills with relevant experience.
  • Proficient in computer applications, including data entry and word processing.
  • Ability to work independently with minimal supervision.
  • Flexibility and teamwork skills to achieve collective goals.
  • Creative problem-solving abilities and attention to detail.
  • Effective communication skills with a diverse range of staff and clients.
  • Capacity to engage with clients exhibiting a variety of challenging behaviors.
  • Commitment to a philosophy of cooperation and respect for clients.

Physical Requirements:

The physical demands of this position require the ability to sit, communicate effectively, lift and carry items up to 40 pounds, and operate computer systems. Specific vision abilities include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Diversity Commitment:

DESC is dedicated to fostering a diverse workplace and promotes equal employment opportunities for all staff and applicants. The organization does not discriminate based on race, creed, color, sex, gender, sexual orientation, age, national origin, marital status, or disability in any employment practice, unless based on a bona fide occupational qualification. We encourage applications from minorities and veterans.