Administrative Support Specialist
Full-time, Regular Status, FLSA Nonexempt
Locations: South King County/Auburn
$37,800 – $47,300 annually
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, 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.
ABOUT THE ROLE
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 agency’s receptionist and general office/administrative assistant. The primary responsibility is to represent the agency in a positive light at all times.
Located in South King County (Auburn), this position reports to the Program Operations Practice Manager.
- 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 that all staff, clients, and guests are met with a police and professional manner upon arrival. Quickly notify appropriate staff of visitors.
- Ensure all incoming calls are answered in a timely and friendly manner.
- Accurately and 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 copay(s) as needed and sort daily mail.
- Manage the Room Reservation calendar and email@example.com
- Operate printers, fax/copy machines, and keep proper working order.
- Assist managing special projects and assignments such as reports, correspondence, tours, HR-related matters, etc.
- Provide backup support on intake and referral calls.
- Assist with gathering and distributing record requests.
- Purchase office supplies and maintain 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 ongoing, job-related professional development opportunities, in-service trainings, and continuing education (e.g., Child Abuse Awareness, HIPAA, antiracism, etc.).
- Regularly assess own performance for improvement.
- Perform all other duties assigned by supervisor and/or leadership to help ensure efficient and effective operations.
- 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 50 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.
- 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.
- Able to work effectively with diverse clients and agency staff; be aware of other needs and advocate for safety.
- 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.
- 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:
- Project work groups
- Clinical and/or reflective supervision
- Community advocacy and engagement
- Diversity, Inclusion, and Racial Equity Council (DIREC)
***HOW TO APPLY***
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.
COVID -19: “Due to the amending Proclamation (20-05) (21-14) by Governor Inslee, Childhaven employees are required to be vaccinated against Covid-19 for the protection of the clients we serve. Medical and religious exemptions are acceptable to the extent of the law for those entitled under the ADA, Title VII, THE WLAD and/or if there is a sincerely held religious belief accommodation to the requirements of this Order. Requests for these exemptions are required.”