Front Desk Receptionist- Administration Assistant

$37,800 – $47,300

Full-time, Regular Status, FLSA Non-Exempt

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

ABOUT CHILDHAVEN

For over 110 years Childhaven has been a leader in serving children, families, and communities that have experienced trauma and adversity. In the past few years, we have been adding services and locations, becoming more community-based, and forming partnerships to increase our impact. In June 2020, Childhaven consolidated with Renton Area Youth and Family Services (RAYS) and Art with Heart, which further expanded our capacity to better serve more children, families, and communities. By combining our legacy of healing-centered care, with the expertise of our new partners, Childhaven is building a continuum of care model that is unlike any other in the Puget Sound Region.

We are proud to be a values-driven organization that serves families from diverse communities. Our values are the compass we use to get us there. They guide us in the way we treat each other, the decisions we make, and the success we achieve. Values are the touchstones to chart and guide our behavior, and reflect our commitment to:

  • 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.

Going forward, we are embarking on a new and very ambitious strategic impact plan to further strengthen programs, expand impact, and embrace innovation. In the next five years our goals are to double the number of locations and quadruple the number of children and families we are serving - all while developing and strengthening partnerships with other community-based organizations, referral sources, government agencies, and universities. In so doing, we are opening doors to a host of new roles and opportunities within the organization. And that’s where you come in.

ABOUT YOU

You are a passionate and dedicated Front Desk Receptionist & Admin Assistant 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 and heed the call to put service over self. 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…” You are well-versed and firmly committed to the principles of infant and early childhood mental health, relational health, healing centered care, and anti-racist practices. 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

ABOUT THE ROLE

The Front-Desk Receptionist/Admin Assistant 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. Serves as the agency’s receptionist and general office and admin assistant. Primary responsibility is to represent the agency in a positive light, at all times.

TYPICAL DUTIES:

 

·       Ensure timely opening and closing of facility with an awareness of and in cooperation with agency directors regarding after business hours, facility use and agency events.

·       Provide a clean and clutter-free lobby/reception area to create a welcoming environment.

·       Maintain a cheerful attitude to ensure all staff, clients and guests are met in a polite and professional manner upon arrival. Quickly notify appropriate staff of visitors.

·       Ensure all incoming calls are answered in a timely & friendly manner.

·       Accurately & efficiently route voicemails to appropriate staff.

·       Schedule appointments and perform reminder calls.

·       Complete the necessary documentation in the electronic health record (E.H.R.) within Credible software system.

·       Develop and document process improvement Best Practice Procedures (BPP)to improve organizational efficiency and effectiveness.

·       Collect co-pay(s) as needed and sort daily mail.

·       Manage our room-reservation calendar and info@childhaven.org email.

·       Operate printers, fax/copy machines& keep in proper working order.

·       Assistant manage special projects and assignments (reports, correspondence, tours, HR related matters, etc.)

·       Provide back-up support on intake and referrals calls.

·       Assist with gathering and distributing record requests.

·       Purchase office supplies and maintaining adequate materials at facilities for staff.

·       Efficiently and accurately enter data, schedule meetings, and correspond with clients and staff.

·       Partner with the Community Engagement Coordinator on Volunteer activities.

·       Participate in on-going, job-related, professional development opportunities in-service trainings and continuing education (e.g., Child Abuse Awareness, HIPAA, Anti-racism, etc).

·       Regularly assess own performance for improvement.

·       Perform all other duties assigned by supervisor and/or leadership to help ensure efficient and effective operations

 

Description of KSAs

·       Punctuality: Reliable& dependable individual who opens on time and is available during office hours until closing. Is flexible in the tasks assigned per day and willing to drive to other locations as needed.

·       Organization skills: Reception experience & outstanding org skills. Ability to prioritize assignments from multiple staff.

·       Attitude’s positive, warm, and professional attitude. Interacts well with the public and staff.

·       Time Management: Ability to work in high-pressure situations and take responsibility for completing assignments by deadline.

·       Verbal Communication: The ability to effectively communicate. Has the skills and abilities needed to develop and maintain good public relations among clients, volunteers, other personnel, the public.

·       Writing Skills: Knowledgeable and effective in maintaining electronic and written records in an organized manner. Ability to craft email.

·       Decision-Making: Strong skills in decision-making and self-advocacy (requesting assistance from staff when necessary).Ability to work independently and concurrently work on multiple tasks.

·       Task-Oriented: Ability to take copays, referrals, complete record requests, order office supplies and finish other projects.

·       Technologically Proficient: Experienced with MS Word (ability to type 50 wpm), Excel, and Outlook.

·       Self-Reflection: Intentionally taking time for reflection and evaluate how to better align with company mission & values.

·       Open-Minded: Ability to work effectively with diverse clients and agency staff. Be aware of other needs & advocate for safety.

·       Accepting: Be in acceptance of a variety of lifestyles, behaviors, cultural and spiritual practices.

MINIMUM QUALIFICATIONS:

·       High school and/or business school education.

·       Minimum three years general telephone and office experience required.

Additional Requirements of Employment

Required

·       Cleared background check

·       Must have reliable transportation, valid driver’s license, safe driving record and auto liability insurance. Ability to drive to and from work at all Childhaven locations as needed.

·       Perform a range of physical motions; including, but not limited to lifting and carrying up to 25 lbs., standing, walking, sitting for long periods of time and kneeling, squatting, and stooping too.

·       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 the agency.

Preferred

·       Multi-lingual

COMPENSATION:

·       Childhaven uses a grade and step approach to determine compensation.

·       Every position is assigned a Grade on a vertical scale of 1 to 12.  The higher the Grade, the higher the requirements for specialized knowledge, skills, experience, education, training, and responsibility.

·       Each person is assigned a Step on a horizontal scale of 0 year to 20 years for a Grade based on recognition of every individual’s relevant and related years of experience.  Exact experience in a grade receives 100% credit and similar experience in a lower grade receives approximately a 50% credit.

 

  • Childhaven serves families from diverse communities, and we are committed to recruiting candidates who reflect this diversity. Multilingual and multicultural candidates are highly encouraged to apply!

No matter your role, you'll get opportunities to attend a wide variety of trainings on clinical and education topics, advocacy, management skills and more.

  • We also work hard to make sure that you have a mentor—a person who's helping you grow professionally.
  • 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 and their values. As a member of Childhaven staff, you’ll be encouraged to contribute to community engagement strategies and will participate on the ESIT Racial Equity/Social Justice Team to ensure that our programs and protocols are doing their part to dismantle systemic racism.

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

  • We believe in fully transparent hiring process.
  • We offer a comprehensive benefit package including medical, dental and vision insurance. Expanded benefits include a flexible spending account, healthcare reimbursement account, a 403(b) savings program with employer A full listing of benefits is available.
  • Opportunities to attend a wide variety of trainings on clinical and education 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 and their As a member of Childhaven staff, you’ll be encouraged to contribute to community engagement strategies and our anti-racism council, which makes ongoing recommendations to ensure that our programs and protocols are doing their part to dismantle systemic racism.

 

Note:

  • HOW TO APPLY

Please apply through Arcoro or our website

Open until filled; qualified applicants are encouraged to apply by October 1st, 2021.  In addition to completing the application online, attach a resume and cover letter when prompted.

Those who do not attach a resume and cover letter may not be considered.

If you require an accommodation to participate in the selection process, please let us know.

Equal Opportunity Employer, including disabled and veterans.