Description

This individual will provide a variety of front office and leadership support services in a professional manager by serving as the agency's receptionist and general office/administrative assistant. Based in our Renton location, this position reports to the Program Operations Practice Manager.

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 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 info@childhaven.org email.
• 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.

MINIMUM QUALIFICATIONS

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.

Akin 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 Akin locations as needed.