Everett Front Desk Administrative Assistant

What You'll Do

The Front Desk Administrative Assistant is responsible for managing daily front desk operations and administrative support at the YWCA’s Everett Regional Center. The Assistant answers and directs all phones calls and emails, welcomes in-kind donations, manages vendors and volunteers and supports the Shelter Plus Care Program and the general operations of the site. This position occasionally supports the finance team by processing vendor invoices and updating spreadsheets.

This position has a social justice component that will allow for critical thinking through the lens of racism and intersections with poverty. Valuing diversity and championing anti-racism policy are core values. As an equal opportunity employer, we highly encourage people of color to apply.

• Manages daily front desk operations and administrative support at the Everett Regional Center.
• Ensures continuous staffing including openings and closings, lunch breaks and preparing for unexpected absences (sick calls, emergencies, no-shows).
• Answers and directs all phones calls and emails in a professional and friendly manner.
• Greets and assists community, clients, donors, and vendors ensuring that the highest standards of customer service and welcome are always demonstrated.
• Maintains and organizes environment of front desk, lobby/reception, back-office and all common areas.
• Ensures office is stocked with necessary supplies and water.
• Order office, housekeeping, printing and safety maintenance supplies for Snohomish County.
• Coordinates and manages vendors.
• Performs word processing, data entry, scanning and copying.
• Accurately keeps and updates data regarding Sonitrol pin #’s and key usage for staff.
• Point of contact for Sonitrol.
• Monitors video surveillance system at front desk.
• Point of contact for YWCA IT Department and works directly with IT and outside internet, phone and copy providers.
• Performs onsite computer, telephone and copier trouble shooting and maintenance. Submits IT tickets when needed.
• Processes incoming and outgoing mail daily.
• Ensures interoffice mail is delivered on a timely basis.
• Monitors grounds of the ERC and ensures exterior lights, parking lot and flower beds are in working order and well kept. Submit maintenance tickets as needed.
• Accepts donations for processing.
• Complies with YWCA accounting, cashiering, receipting, audit and fiscal controls.
• Receiving and documenting payments, fees and donations.
• Provides administrative support to Shelter Plus Care Program.
• Completes program participant correspondence and birthday cards on a regular basis as assigned by Shelter Plus Care Director
• Keeps emergency information updated for all Snohomish County Staff and volunteers.
• Adhere to all Volunteer Services protocol relative to volunteer usage and monitoring.
• Continue search for understanding of racial, gender and class equity.
• Assure that clients, residents, staff, volunteers and community partners are treated with respect and dignity regardless of race, ethnic background, gender or socioeconomic background.
• Occasionally completes accounts payable by preparing and processing vendor invoices as assigned by Financial Analyst.
• Provide administrative support to managers and directors when necessary.
• Support the YWCA’s Social Justice Initiative by understanding how racism, sexism, classism and other oppress ions play out in institutions and systems.
• Provide culturally relevant conflict resolution and problem-solving strategies.
• Other duties as assigned.

• AA in related field or equivalent combination of education and experience
• Minimum of one year of office support experience which includes the use of word processing and reception duties.
• Strong knowledge in Word, Excel, Outlook and all computer functions required by agency.
• Attention to detail and strong organizational and record keeping skills.
• Well versed in communication between clients, staff, other related agency’s and general public.
• Strong customer service orientation, including ability to work with the public, clients and staff from diverse cultural and economic backgrounds.
• Commitment to working with homeless families and the ability…