YWCA
TITLE: Office Manager, Homeless Initiatives
REPORTS TO: Administrative Analyst
LOCATION: SeaTac City Hall
DESCRIPTION: The primary duties of the HI Office Manager are to provide general office support for the Homeless Initiatives Programs and administrative support to the Administrative Analyst Manager and Program Director for the purpose of operating YWCA Homeless Initiatives (HI) programs located at SeaTac City Hall.
This position is responsible for supporting the administrative efficiency of all programs within the Homeless Initiatives Department of Specialized and Integrated Services Division. The Specialized and Integrated Services (SIS) Division of YWCA Seattle|King|Snohomish provides services to address homelessness and housing (temporary and emergency), domestic violence advocacy, social justice, youth leadership and employment, in King County. These programs have a reputation in the community for providing culturally competent services with particular emphasis on serving homeless and low-income families and individuals. This position has a social justice component that will require critical thinking around how the external systems impact the work that we are doing through the lens of racism and intersections with poverty. Knowing the core principals of antiracism work and grounding those principles in everyday work, as well as working well in non-white environments and championing anti-racism policy, are required job skills and core values. As an equal opportunity employer, we highly encourage people of color to apply.
RESPONSIBILITIES
Responsibilities are for the SeaTac City Hall office programs.
- Organizes the overall office functionality, flow and organization, including Homeless Initiatives calendar, meeting scheduling, filing, faxing, copying, and mailings.
- Answers telephone, greets and directs visitors/clients, responds to requests for information and resources, makes referrals to outside resources, provides customer service to office guests/clients
- Monitors, maintains and orders office supplies and tracks expenses.
- Calls for maintenance and repair of copier and postage machine.
- Maintains filing systems and performs administrative duties (including recordkeeping) for bus passes, and gift cards.
- Provides support to Homeless Initiatives Director, and potentially other Program Manager(s) during hiring processes, including logging and organizing applications and setting appointments
- Maintains Homeless Initiatives program files and records. (i.e. equipment files, servicing records, invoices paid; the labeling and organization of filing cabinets containing client files, etc.)
- Monitor and maintain all documentation, compliance reporting for King County Housing Authority Client Assist program.
- Performs accurate data entry into client tracking systems and maintain system for compliance reporting.
- Ensures that interoffice mail/check requests are delivered and picked up on a regular basis from downtown business office and/or E Cherry SIS Office.
- Pays designated Department bills/invoices: prepares check requests, handles accounts receivables and deposits and maintains financial documentation; also compiles and uploads to back up information for bill/invoice payment.
- Provides support to the Administrative Analyst in the preparation of monthly and quarterly billing reports, check requests and required related files and paperwork; including assistance in tracking operational expenses and other fiscal records as required by funding sources. (i.e. providing photocopies of check requests paid each month for invoicing purposes, etc.)
- Composes correspondence and other written materials as assigned.
- Maintain and updates a Homeless Initiatives Office Manual; which shall include Emergency Preparedness Procedures.
- Performs other duties as assigned.
- Serve as an ambassador for the YWCA at all times both formally and informally.
- Supports ongoing organizational cultural competency.
- Implement all work by incorporating the YWCA’s Social Justice Initiative by understanding how racism, sexism, classism and other oppressions intersect and are embedded in all institutions and systems. Recognize that solving racism is the root of how we understand and heal from these –isms.
- Show demonstrated ability to interact with people of different cultures.
- Continue search for understanding of racial, gender and class equity.
- Adhere to all Volunteer Services protocol relative to volunteer usage, recognition and monitoring. Work alongside volunteers, where applicable. Understand where internalized oppressions (superiority and inferiority) play a role in volunteer and client interaction and know ways to address these oppressions from a solutions-based perspective.
- Assure that volunteers are treated with respect and dignity regardless of race, ethnic background, gender or socioeconomic background. Understand how racism has played a role in defining what respect and dignity is and use racial equity and multiracial perspectives when teaming with volunteers.
QUALIFICATIONS & CORE COMPETENCIES:
- Assoc Arts (AA) Degree at minimum (or equivalent education and experience).
- Ability to work independently and as part of a team, pitching in as needed to assist others.
- Prioritize multiple tasks in often fast-paced front office environment.
- Strong computer proficiency, especially with Microsoft Word, Excel, Outlook and Sharepoint in networked Windows environment.
- Ability to maintain confidentiality.
- Demonstrated financial management skills.
- Valid WA driver license, with auto and car insurance.
- Commitment to working with diverse individuals, groups, communities and organizations.
- Experience working with communities of color
- Demonstrated understanding of the intersection of racism and poverty
- Core competencies expected: attention to detail, customer service, written communication, flexibility, organizational awareness, social justice advocacy, fostering diversity.
PERFORMANCE STANDARDS
- Customer Service: We treat our customers with culturally competent courtesy and respect, and react with urgency and sensitivity to their important concerns.
- Social Justice: Collectively and individually, we work to eliminate the effects of racism, sexism, homophobia, ageism and other oppressions and help our clients achieve equitable outcomes, outcomes that prioritize those with multiple barriers, in the areas we serve.
- Teamwork: We value individual excellence in the achievement of organizational goals and work effectively as a team for the benefit of the YWCA and our stakeholders. We acknowledge that cultural competence is required when evaluating effective work and teamwork and that the voice of our staff of color, immigrant and refugee staff, LGBTQ staff and other marginalized staff comes through as positive, effective and relational in a variety of ways, and that internalized superiority or inferiority can play a role in how a staff member interacts on teams. We work to understand barriers that staff may be facing and support staff that are facing multiple barriers.
- Communication: We communicate openly, honestly and accurately with our internal and external stakeholders. We listen respectfully, solicit feedback and are open to the suggestions and solutions of others. We understand that internalized oppressions play a role in how and what we communicate and what we gate-keep. We work to be accountable gatekeepers, acknowledge our superiority and inferiority while communicating and create a flat structure where power is not front and center in the communication that we engage in.
- Integrity: We are ethical and trustworthy in our business practices and interactions with each other.
- Accountability: We are accountable to each other and our communities, and we seek to continuously improve the quality of our services. We are transparent in sharing information with stakeholders and the public.
PHYSICAL DEMANDS OF THIS POSITION:
The physical demands described here are representative of those that must be met by an individual to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. In performing this position, the employee:
The physical demands described here are representative of those that must be met by an individual to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. In performing this job, the employee:
- Continuously uses speech and hearing abilities in exchanging information with clients, agency staff, employers, representatives of community organizations and other individuals in the community.
· Frequently sits for extended periods while performing desktop activities
· Frequently stands and walks in performing duties in the office.
· Repetitively uses hands and wrists, fingering, handling, grasping, and reaching in using telephones, computers, fax machines and other office equipment and supplies.
· Frequently bends in obtaining files in drawers.
· Occasionally pushes and pulls up to 40 pounds.
* Continuously over 80% time, Frequently 20-80% time, and Occasionally under 20% time
HOURS, RATE, BENEFITS:
- Full Time, 40 hours per week, M-F
- Starting Hourly rate: $16.28 DOE
- Fair Labor Standards Act (FLSA) Classification: Non-exempt
- This position is funded by several contracts which must be renewed periodically and the number of hours is dependent on the funding available.
- Excellent benefits package including medical insurance, retirement plan, plus generous vacation, holiday and sick leave plans
- At the time of hire, employees may choose to voluntarily enroll in the Fidelity 403b Plan. Typically after two years of employment, employees are eligible to participate in the YWCA Retirement Fund.
TO APPLY: Please submit your resume and cover letter to clusebrink@ywcaworks.org.
YWCA Seattle|King|Snohomish is an Equal Opportunity Employer
WorkSource Partners are Equal Opportunity Employers and Providers of Employment and Training Services. Auxiliary Aids and Services are Available upon Request for Persons with Disabilities. Washington Telecommunications Relay 711.
