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Office Support Specialist II

2 months ago

Grand Rapids, Michigan, United States Children's Home Society of Washington Full time

This position operates in a hybrid model, necessitating occasional office attendance. Ideal candidates should reside in designated areas within Washington State.

POSITION OVERVIEW:

This role entails providing comprehensive administrative assistance to managerial and directorial staff, as well as relevant departmental or service program functions. The position involves handling protected healthcare information (PHI) and confidential identifiable information (CII) as required to fulfill job responsibilities.

KEY RESPONSIBILITIES:

  • Engages with both internal and external stakeholders, exercising significant discretion and initiative.
  • Delivers word processing, data management, and spreadsheet support, including proficiency in graphics and presentation software.
  • Offers general administrative assistance, which may encompass: responding to standard correspondence, managing phone inquiries, coordinating volunteer efforts, scheduling, travel arrangements, maintaining confidential records, and supporting committees.

Additional duties may include:

  • Assuming leadership roles in various tasks as directed.
  • Conducting research and compiling data for reports, proposals, and correspondence.
  • Facilitating meetings and community activities.
  • Ensuring compliance with licensing and regulatory standards.
  • Providing information and referral support, maintaining resource directories, and engaging in minimal case management.
  • Coordinating schedules and organizing workshops, classes, and events for direct service programs.
  • Assisting with other assigned tasks as needed.

SKILLS AND QUALIFICATIONS:

  • Proficient understanding of office protocols and adeptness with MS Office software, including the ability to compose clear and grammatically correct communications.
  • Strong interpersonal capabilities, with the ability to communicate effectively across diverse populations and organizational levels.
  • Demonstrated capacity to work autonomously, manage priorities, and fulfill departmental responsibilities.
  • Ability to perform effectively under pressure, showcasing initiative, resourcefulness, and sound judgment.
  • Familiarity with human service organizations is advantageous.
  • Excellent human relations skills to foster effective communication within a culturally diverse environment.
  • Commitment to supporting an inclusive organizational culture.

WORK ENVIRONMENT:

This role may be conducted in various settings, including professional offices, childcare centers, or community facilities. The following conditions are typical:

  • Moderate noise levels typical of an office environment.
  • Standard office lighting and temperature conditions.
  • Frequent interruptions based on location.
  • Ability to work in confined spaces.
  • Extended periods of computer use.
  • Occasional travel to different site locations within the state.

REMOTE WORK:

While remote work is a benefit of the flexible workplace, it is not available for all positions. Some roles necessitate daily office presence, and remote arrangements may be adjusted based on organizational needs.

PHYSICAL REQUIREMENTS:

  • Regularly required to stand, sit, communicate, and use hands for computer and telephone tasks; occasional reaching and kneeling may be necessary.
  • Close vision is essential for computer work.
  • Consistent attendance is mandatory.
  • Ability to lift items weighing up to 30 lbs.

Accommodations may be provided to enable individuals with disabilities to perform essential functions.

MINIMUM REQUIREMENTS:

  • Three to four years of relevant experience, or a combination of education and experience demonstrating the necessary skills.
  • Successful completion of a criminal background check.
  • Successful completion of a driving record check if driving is a regular requirement.

PREFERRED QUALIFICATIONS:

  • Bi-lingual capabilities as needed.

SALARY AND BENEFITS:

The salary range for this position is $30.53, with a starting salary of $24.70 DOE for external candidates. Employees are entitled to 10 days of vacation annually, three Employee Appreciation Days, and one sick day per month (pro-rated for part-time staff). Additionally, 15 paid holidays are provided throughout the year, along with EAP and mental health benefits.