Facilities Administrative Assistant, Seattle Headquarters

Casey Family Programs, an Equal Opportunity Employer, is the nation’s largest operating foundation focused on safely reducing the need for foster care and building Communities of Hope for children and families across America.  Founded in 1966, we work in 50 states, the District of Columbia and two territories and with more than a dozen tribal nations to influence long-lasting improvements to the safety and success of children, families and the communities where they live. Casey Family Programs values inclusion, diversity, equity, and respect for individuals in the workplace. We encourage candidates with diverse lived experience and perspectives to apply.

Job Summary:

The Facilities Administrative Assistant brings specialized background and experience to this support position and provides a professional level of service to the team and organization.  This Facilities position takes initiative, responsibility and helps to prevent and solve facility related problems.  Multi-tasking and the ability to adapt to constant interruptions and still complete daily job assignments is critical.  In addition, this position retains administrative support functions such as filing, travel management, coordination of meeting logistics and other administrative support functions. 

Essential Responsibilities:

• Oversees projects as assigned by the Facilities Director of Facilities Services. Coordinates vendors and works with others to bring projects to a successful completion, including ensuring proper prioritization, time management, resource allocation, strong communication and successful outcomes.  Responds to all HQ ergonomic requests in conjunction with the Director of Facilities Services or its designee.
• Provides front desk support which includes greeting and monitoring visitors, answering phones, processing courier packages, validate parking and coordinate conference room reservations. Manages all facility related complaints, interfacing with the building manager and engineers.  Responds to all daily staff maintenance issues.  Prepares documents for internal publication including announcements, MyCasey (intranet) Pages, memos; writing, proofreading and editing for grammatical errors and format consistency.
• Responsible for mail processing, shipping & receiving.  Processes all HQ incoming mail and all outgoing mail and shipments including regional and division mail.  Maintains the copy & supply rooms, common areas and conference rooms, including ordering office supplies, coffee/pantry supplies, art inventories and maintaining stock levels.  Manages overall office space cleanliness with janitorial services (deep clean of shower rooms and kitchens).  Maintains all UPS and USPS machines.
• Responsible for all employee photos and security badges for all HQ staff and guests.  Responsible for badge access to parking, bike cage and building fitness center.  Makes assessment of security access for temporary badging and tracks and accounts for all temporary badges.  Runs compliance and access level reports, maintains accurate records on all badges and access levels assigned to employees, contractors, interns, temporary workers and vendors.
• Works with the Facilities Director and vendors to provide services related to mail, shipping & receiving, office supplies, kitchen and food service supplies, janitorial, and catering.  May be involved in the interviewing and analysis of new vendors, creation of contracts, establishing and maintaining inventories and orientation of new vendors to Casey.
• Responsible for maintaining vendor accounts and processing invoices. Uploads and tracks contracts; maintains internal checklist for expiring/renewing contracts.
• Responsible for the coordinating, tracking and maintaining safety supplies at HQ and the field offices (as applicable) to include first aid and emergency kits; AEDs; backpacks and other supplies as needed. Manages corresponding intranet content and posted content.
• Creates invoices and routes to proper signing authorities, drafts and edits letters, documents meeting agendas and minutes, memos, correspondence, reports and manuscripts that may or may not be confidential. Processes invoices, travel reimbursement, and other financial items.
• Enters information into various electronic tracking systems, monitors due dates, and coordinates with direct service staff, as needed. Prepares recurring and ad hoc reports upon request. Assists with managing, processing, tracking contracts and requests for services.
• Other duties as assigned.

Qualifications:

• A minimum of two years’ experience in an equivalent administrative support position is desired.
• Project management, budget and resource allocation experience desired. Demonstrated high level of organizational skills including the capacity to set priorities and work to deadlines.
• Strong organizational, analytical skills, high level oral and written communication and attention to detail skills are essential. Experience in the use of Microsoft desktop products such as Word, Excel, Outlook and familiarity with database systems.
• Detail oriented, accurate, efficient, exercises good judgment and initiative. Excellent organizational and planning skills in managing a personal workload in a busy environment with conflicting demands. Can work independently and as part of a larger team.
• Demonstrated ability to establish and maintain positive working relationships with management, consultants, vendors, staff, and external professionals. Excellent interpersonal skills including demonstrated experience and skills in liaison, negotiation and conflict resolution with staff at all levels.
• Ability to perform effectively in high pressure and stressful work environment. Ability to manage stress and self-care.
• Ability to work onsite full-time to meet the collaborative responsibilities that are essential for position. Regular and reliable attendance is required.
• Ability to work independently, while also taking direction.
• Strong interpersonal skills.
• Physical requirements include the ability to lift and reach for light objects; ability to type and work at a computer for extended periods of time as a primary job function.
• Ability to protect the confidentiality of sensitive information by learning and following all relevant policies and protocols and using sound judgment in the handling and sharing of that information.
• Local travel as well as occasional out of town travel may be required. Driving on Casey business may require use of personal vehicle; adherence to vehicle safety guidelines and qualification for insurance is require.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This position is based at our Seattle, Washington Headquarters office. New hires are typically brought into the organization at a salary range between the minimum and the midpoint salary range, $50,830 to $59,800. Placement in the range will depend on a candidate’s job-related skills, experience, and expertise, as evaluated during the interview process. The full salary range for this role is $50,830 to $68,770 annually

Casey Family Programs offers comprehensive benefits including medical, dental and vision coverage, 10 paid holidays per year and each employee receives one personal holiday to use each calendar year. Employees that meet certain tenure qualifiers are eligible for up to eight weeks of parental leave for the birth or placement of a child for adoption or foster care. After the completion of 10 years of continuous, full-time regular employment, employees in good standing are permitted for a three-month sabbatical with pay. CFP also offers many opportunities for continued learning, training, and development.

Salary : $50,830 - $59,800