Community Youth Services is recruiting for a Senior Administrative Assistant. This position provides administrative support to Senior Leadership team and the agency as a whole through general office functions including, but not limited to: customer service, data tracking, arranging staff travel and conference registrations, providing the main administrative support to the Board of Directors, updating the agency website, managing communications and computer functions, and maintaining a customer-friendly atmosphere at all times.
Starting pay is $17.88 per hour. (Non-exempt) (Fulltime)
CYS is an Equal Opportunity Employer and does not unlawfully discriminate on the basis of race, color, sex, creed, religion, age, marital or nursing mother status, pregnancy, national origin, citizenship, the presence of any sensory, mental, or physical disability, veteran status, sexual orientation, gender identity, gender expression, or any other status or characteristic protected by applicable local, state, or federal law.
About the Agency:
CYS has been a successful and established non-profit in downtown Olympia for nearly 50 years, providing a full continuum of care to meet the needs of at-risk youth and their families in our community. Our 20 programs help youth with housing, placement stabilization, family preservation, foster care, education, job training, employment, independent living skills, delinquent behaviors, shelter, and basic needs. About 4,000 youth – and their families – seek services annually in their transition to become independent, successful adult members of society.
Community Youth Services is the largest child welfare agency serving southwest Washington, employing over 175 staff and supporting 120 volunteers. CYS provides a staff driven culture where we view our staff as our greatest asset in providing quality services.
For new full-time employees:
- 3.6 weeks of vacation leave
- 11 paid Holidays
- 12 days of sick leave
- Merit increases of 2.8% annually within pay grade
- Cost of Living increases annually when possible
- Free benefits valued at $500.00 paid for you by the agency that include:
- Health insurance
- Health Savings Account (HSA) – CYS contributes $100 per month with high deductible plan
- Dental insurance
- Vision insurance
- Life insurance
- Employee Assistance Program
After one year of employment:
- Retirement: 100% vested with no time minimums. 3% CYS contribution toward your 403(b) whether or not you invest yourself. Additional 100% CYS match of your retirement contributions up to 2% of your compensation.
- Eligible to apply for tuition assistance program.
- High School diploma or GED is required plus 4 years of relatable administrative experience. Education and administrative support experience must equal a minimum of four years. If education is used to meet this requirement, degree/courses must be in business or a related field. A transcript may be requested to determine if courses taken qualify.
- Experience with Microsoft Office, web-based data programs and databases.
- Strong organizational skills, and attention to detail, and the ability to multi-task in a fast paced environment and manage competing priorities.
- Excellent communication (verbal and written) skills are required to effectively communicate with both participants and community members.
- Ability to work both independently and as part of a group.
- The ability to handle confidential materials in a professional manner.
- Exceptional customer service (internal and external) that includes patience, compassion, and thorough follow through.
- Enthusiast about learning new technologies and implementing solutions with them.
- Proficiency in typing, grammar, data entry, office machines, basic math and general office procedures.
- The ability to pass an extensive background check with no history of conviction or perpetration of child abuse or physical harm to a child or children or an individual aged 18 years and above who is or may be unable to take care of themselves, or is unable to protect themselves against harm or exploitation by reason of age, illness, trauma or disability, or any other reason.
- Professional and personal conduct that maintains a personal and professional background so that criminal history remains free from unlawful conduct. Certain crimes may disqualify employees to have unrestricted access to children or vulnerable populations in accordance with Department of Social Health and Services policy and Washington State law. Professional or personal conduct that causes this clearance to be suspended or denied will result in suspension and/or termination of employment. (Pursuant to RCW 43.43.832, 43.43.832(7), 43.43.834, 43.20A.710 and WAC 388-06.).
- A valid Washington State Driver License with a minimum of five years’ driving experience and a three-year good driving record evidenced on a Washington driver’s abstract. The ability to pass and maintain a clean driving records check at employment and annually. Professional or personal conduct that results in a restricted or denied driving status could result in termination of employment. (Candidates relocating to the area must provide current proof of three-year driving record from current state; and have ten days from date of employment to provide a copy of a Washington Driver’s License and Washington driver’s abstract.).
- Proof of personal auto insurance levels provided on your insurance declaration page. Coverage must be current, and copies provided to HR at renewal. Coverages at or above $100,000 combined single limit is required for positions that require driving and is recommended and preferred for positions that have occasional driving.
- A sensitivity and responsiveness to the cultural differences in the organization's employment and service population.
- Must possess or obtain within 30 days of employment CPR/1st Aid/Bloodborne Pathogen certification. Some positions require CPR before a first shift.
- Strong interpersonal skills, including the ability to work as part of a team.
Major Responsibilities and Related Tasks:
General Administrative Duties
- Perform a variety of administrative and coordination duties for organization staff; duties include strategic administrative functions; i.e. creating systems, designing/drafting manuals, or etc.
- Prepare and track complex documents and reports using the MS office Suite.
- Work with Program Directors to schedule conference/workshop reservations and makes travel arrangements.
- Assist with teaching new staff how to operate the general office equipment and onboarding.
- Assist with the coordination of front office activities and work-study schedule, and tasks list.
- Open/Close building in rotation with the team, including taking the agency mail.
- Assist staff with basic computer software problems and SharePoint when needed.
- Follow and maintain the Front Office procedure manual, updating as needed.
- Provide backup and coverage for other team members as needed by cross-training in job duties.
- Perform a variety of administrative and coordination duties for agency programs.
- Prioritize and complete job requests from Senior Management as appropriate.
- Ensure that the reception area is safe, presentable and comfortable for agency guests and staff.
Key Administrative Duties
- Provide administrative support to the Board of Directors - Record and produce meeting minutes as directed by the Director of Administrative Services, order and sets up food and conference room for monthly Board of Directors meetings, and update the Board website monthly with materials for meetings and attend subcommittee meetings as directed to produce meeting minutes.
- Coordinate agency staff travel and conference arrangements – To include booking flights and hotel rooms, completing conference registrations, compiling travel itineraries, and etc.
- Create and order all agency business cards for necessary staff.
Back-Up Administrative Duties
- Answer phones, greets clients, processes messages, answers inquiries and provides referral information to agency customers and refer clients to appropriate staff members.
- Receive rent payments and donation checks, fill out receipts, and log in the agency monetary logbook.
- Assist with processing incoming donations on a back-up basis when the Development Associate is out of the office.
- Process requests for conference room and agency vehicle reservations on a back-up basis.
- Submit Support Service and Purchase Order Requests daily and distribute to participants and youth.
- Distribute monthly bus passes to participants and staff and maintain the tracking log.
- Check in and out Agency Equipment and keys to agency vehicles.
- Assist in security and distribution of paychecks to YouthBuild program participants, staff and Foster Parents on paydays.
- Distribute agency keys to new staff when the Administrative Coordinator is out, as appropriate.
CYS is an Equal Opportunity Employer
In order to provide equal employment and advancement opportunities to all individuals, employment decisions at Community Youth Services will be based on merit, qualifications, and abilities. Community Youth Services will not tolerate discrimination in employment or personnel practices including the advertisement of positions, recruitment, selection, promotion, demotion, transfer, disciplinary action, layoffs, or termination. These activities shall be conducted without regard to race, color, sex, creed, religion, age, marital or nursing mother status, pregnancy, national origin, citizenship, the presence of any sensory, mental, or physical disability, veteran status, sexual orientation, gender identity, gender expression, or any other status or characteristic protected by applicable local, state, or federal law.
Applicants wishing to receive job posting in an alternative format, or who need accommodation with the application process are encouraged to contact CYS Human Resources using the CYS website.