Administrative Support Specialist

Full-time, Regular Status, FLSA Nonexempt
Locations: South King County/Auburn
$19.23 - $24.16 hourly (Grade 4)
Dependent on years of experience

Childhaven is an equal opportunity employer that is committed to diversity, inclusion, and equity. We are upholding this by recruiting candidates of every race, creed, color, caste, religion, national or ethnic origin, gender or gender identity, age, veteran status, sexual orientation, marital status, disability, and all other historically marginalized and excluded communities other protected status as provided by law.  Qualified individuals who bring diverse perspectives to the workplace are highly encouraged to apply!

We are proud to be a values-driven organization that serves families from diverse communities. Our values guide us in the way we treat each other, the decisions we make, and the success we achieve. The following are the values guide our work:

  • TEAMWORK:           Relationships come first.
  • EQUITY:                    There’s infinite value in every human.
  • EXCELLENCE:          Constructively dissatisfied with the status quo.
  • DEDICATION:          Do more. Do better.
  • RESPECT:                  Meet people where they are.
  • REFLECTION:          Feelings Matter. Stepping back and exploring possibilities.

Childhaven is a leader in serving children, families, and communities that have experienced trauma and adversity. We are building a continuum of care model that is growing to respond to the changing needs of families by combining our legacy of healing-centered care, with the expertise of community partners. Going forward, we are embarking on a new and ambitious strategic impact plan to further strengthen programs, expand impact, and embrace innovation.

You are a passionate and dedicated individual who shares our vision: To help ensure that all children are safe and healthy; thriving physically, socially emotionally and educationally; and well nurtured by family and by their community.  You too are constructively dissatisfied with the status quo. You are equal parts learner, leader and mentor and see around the corners of a challenge, replaying the question of “What if…” with a reply of “Why not…” If this sounds like you, then we want to meet, get to know you, and talk more about the positive impact we could have together.

The Administrative Support Specialist helps advance the mission, vision, values, and goals of the organization by providing a wide variety of front office and leadership support services in a professional manner. The Administrative Support Specialist will serve as the ‘face’ of the agency by welcoming staff, greeting clients, and taking copays. Other responsibilities include (but are not limited to) keeping our records room up to date, ordering office supplies, assisting with referrals, and performing general office duties. The Administrative Support Specialist will represent the agency in a professional manner and create a positive, inclusive environment.

Located in South King County (Auburn), this position reports to the Program Operations Practice Manager.

35% - Reception

  • Greet clients, guests, and staff in a welcoming and professional manner.
  • Press buzzard to open front door for kids and caregivers as follows:
    • {Drop off = 8:30am – 9:30am} and {Pick up = 2:30pm – 3:30pm}.
  • Provide a clean and clutter-free lobby/reception area and water plants.
  • Act as backup on multiline phones and info@ email.
  • Document client calls and other communication in our Credible software system as part of client’s electronic health record (EHR).
  • Pickup mail from Burien location weekly and scan/sort/distribute that mail.
  • Reserve monthly meeting spaces for Program Ops in-person team day and help other staff, as needed, with room-reservation calendar.
  • Operate printer/fax/copy/scanner and call service vendor as needed.
  • Purchase office supplies and maintain an adequate stock of office materials.

35% - Program and Operations Support

  • Once per quarter, pull expired client files and enter data in Records Destruction Log for supervisor to review before shredding.
  • Assist with gathering, distributing, and documenting Records Requests.
  • File client folders as needed (grouped by birth year, then alphabetical order).
  • Answer referral line as needed (back-up for Referral Manager).
  • Call potential client to discuss best Program referral.
  • Partner with the Community Engagement Coordinator on group volunteer projects and document individual volunteer hours.
  • Use Adobe software to unify forms from different programs.
  • Assist with special projects, such as tracking equipment/tickets. Perform duties assigned by supervisor and others to ensure efficient and effective operations.

30% - Childhaven Compliance, Trainings, and other Ongoing Duties

  • Document processes by developing Best Practice Procedures (BPP) to improve organizational efficiency and effectiveness.
  • Intentionally take time for reflection. Assess your own performance for improvement and evaluating how you align with company mission and values.
  • Comply with all Childhaven policies and procedures, including the identification and prevention of child abuse.
  • Participate in professional development opportunities including antiracism, oppression, and cultural competency.
  • Stay current with HIPAA training, become a Mandatory Reporter, obtain CPR & First Aid certification, take Early Learning course such as EQEL.


  • High School diploma AND/OR business school education.
  • Minimum of 3 years in telephone and office/administrative experience.
  • Experience with Microsoft Word (able to type 40 WPM), Excel, and Outlook.
  • Childhaven background check.
  • Positive, warm, and professional attitude. Interacts positively with staff and public.
  • Able to effectively communicate; has the skills and abilities to develop and maintain good public relations among clients, volunteers, other personnel, and the public.
  • Ability to work effectively with diverse clients and agency staff, accepting a variety of lifestyles, behaviors, cultural, and spiritual practices; being aware of other needs and advocating for safety.
  • Knowledgeable and effective in maintaining electronic and written records in an organized manner. Able to craft emails.
  • Strong skills in decision-making and self-advocacy (requesting assistance from staff when necessary). Able to work independently and concurrently with different tasks.
  • Able to take copays, referrals, complete record requests, order office supplies, and finish other projects.
  • Able to work in high-pressure situations and take responsibility for completing assignments by deadline.
  • Be in acceptance of a variety of lifestyles, behaviors, and cultural/spiritual differences.
  • Must have reliable transportation, valid driver’s license, safe driving record, and automobile insurance. Must be able to drive and work from all Childhaven locations as needed.
  • Childhaven background check.
  • Lift and carry 25 lbs, stand and walk long periods of time, and kneeling/squatting/stooping.
  • Ability to use the senses of sight and hearing to effectively perform responsibilities.
  • Comply with all Childhaven policies and procedures.
  • Commit to the Vision, Values, and Mission of Childhaven.

We are dedicated to recruiting candidates who reflect the diversity and lived experiences of the communities we serve. Multilingual and multicultural candidates are encouraged to apply! In addition to position specific qualifications, preferable skills include:

  • Bilingual in English/Spanish highly desired.

Childhaven has committed to equitable compensation practices, including pre-determining what roles require and the qualities needed from the individual that will fill the role. To achieve this, Childhaven uses a grade and step approach to determine the compensation of each team member.

We strive to make Childhaven a great place to work by living our values: Teamwork, Equity, Excellence, Dedication, Respect, and Reflection. Here’s a bit of what we offer our staff:

  • We believe in a fully transparent hiring process.
  • We offer a comprehensive Benefits Package including Medical, Dental, and Vision insurance. Expanded benefits include a flexible spending account (FSA), healthcare reimbursement account, and 403(b) savings program. A full listing of benefits is available.
  • Opportunities to attend a wide variety of trainings on clinical and educational topics, advocacy, and more.
  • We’re dedicated to serving the full range of cultural diversity in our community, and to providing families with care that’s relevant to them. As a member of Childhaven staff, you’ll be encouraged to contribute to community engagement strategies and our antiracism council, which makes ongoing recommendations to ensure that our programs and protocols are doing their part to dismantle systemic racism.

Childhaven values organizational culture and professional development. Team members at Childhaven have the opportunity to develop skills and knowledge through the following:

  • Trainings
  • Project work groups
  • Clinical and/or reflective supervision
  • Community advocacy and engagement
  • Diversity, Inclusion, and Racial Equity Council (DIREC)


Please apply through our website. If you require an accommodation to participate in the application or selection process, please let us know.

This position will be open until filled; applicants are encouraged to apply. In addition to completing the application online, please attach a resume and cover letter when prompted.

Childhaven would like to get an accurate understanding of each applicant’s experience and interest.

Equal Opportunity Employer, including disabled and veterans.