Administrative Support Specialist

6 days ago

Spokane, Washington, United States Cceasternwa Full time
Job Summary

We are seeking a highly organized and detail-oriented Front Desk Coordinator to join our team at Cceasternwa. The successful candidate will provide exceptional customer service, manage daily office operations, and maintain a positive and professional environment.

Key Responsibilities
  • Provide information and referral assistance to the general public, including volunteers, service recipients, and staff members.
  • Greet visitors, offer assistance, and provide direction as needed.
  • Answer phones, transfer calls, take messages, and review phone messages during agency closures.
  • Participate in trainings and utilize skills learned in de-escalation, first aid response, housing processes, and other job-related trainings and duties.
  • Maintain the Cceasternwa database, including creating passes and updating the database.
  • Activate and deactivate key fobs, issue keys for employees, Board members, and volunteers as appropriate.
  • Responsible for daily opening/closing office procedures.
  • Compile program statistical information as necessary.
  • Maintain the conference room calendar, schedule meetings, and manage the check in/out of projector and other resources.
  • Assist with the maintenance of phone directories and generate mailing label sets from various software programs and spreadsheets.
  • Oversee the efficient, professional functioning of the entrance area.
  • Provide administrative support to other staff and programs, including copying, mailing, typing, sending emails, and other correspondence.
  • Assist in coordinating and organizing staff events.
  • Receive and manage donations, calling programs and community partners for pickup as necessary.
  • Use administrative, fiscal, physical, and technical safeguards to ensure the confidentiality, integrity, and security of client protected health information (PHI).
  • Utilize all forms of communication and database practices necessary for this position and as directed by supervisor.
  • Follow procedures to report suspected child or adult abuse or neglect.
  • Adhere to the tenets of Catholic Social Teaching and Catholic Doctrine.
  • Perform as a team member to achieve productivity outcome measures.
  • Perform related functions necessary to support the mission and core values of Cceasternwa.
Requirements
  • High School Diploma or General Education Degree.
  • Two years of experience in a fast-paced, client-facing position, along with general office experience and/or an equivalent combination of education and experience.
  • Previous work experience in customer service and/or for a non-profit preferred.
  • Valid Driver's License and ability to drive for work use.
  • Ability to pass a background check.
Physical Abilities
  • Regularly sit, stand, climb, walk, hear/listen, talk.
  • Frequently lift up to 20 pounds, pull/push, carry, grasp, reach.
  • Occasionally crawl, stoop, kneel.
  • Clearly see 20+ feet, ability to focus.
Mental & Other Skills/Abilities
  • Adaptability: ability to rapidly adapt to diverse client interactions and greet multiple people simultaneously.
  • Analytical Ability: ability to synthesize complex or diverse information and maintain focus for extended periods.
  • Attendance: ability to consistently arrive and work as scheduled.
  • Computer/Technical Ability: working knowledge of Word Processing software, Spreadsheet software, Internet software, and Database software.
  • Dependability: ability to follow instructions and respond to management direction.
  • Interpersonal Skills: ability to maintain outstanding relationships with co-workers and clients.
  • Judgment: ability to make prudent and timely decisions.
  • Language Ability: ability to communicate effectively and calmly in all situations.
  • Motor Coordination: ability to coordinate eyes, hands, fingers, and feet accurately.
  • Problem Solving Ability: ability to identify and prevent problems before they occur.
  • Quality Management: ability to maintain a positive demeanor and provide excellent client and guest experiences.
  • Reasoning Ability: ability to apply common sense understanding to carry out detailed instructions.

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