Part-time Front Desk Administrative Assistant

Schedule: Part-Time Monday - Friday 12:30pm- 4:30pm

25 hours per week

Pay: $16.90 to $18.47 per hour

Benefits:

• Employee Assistance Programs
• 13 Paid Holidays, including 1 Personal Holiday
• Annual and Sick Leave Accrual - 4 hours each per month

Investment and Retirement Programs:

• State of Washington State Department of Retirement Systems (DRS)
• 457(b) Deferred Compensation with organizational match of 3.1% (voluntary)

Serve as the first point of contact for the agency as the front desk receptionist with duties including, but not limited to:

• Greet visitors
• Answer incoming calls
• Check and follow up on general voicemail messages
• Reply to general inquiry emails
• Provide information via email, telephone, and in-person communication
• Maintain front desk security by following procedures

Provide a wide range of administrative support functions including, but not limited to:

• Ensure stamps are available daily
• Create mailing labels for packages and large envelopes
• Receive, sort, and distribute mail to appropriate staff members
• Ensure that the lobby Community Resource Bulletin Board postings are up-to-date
• Keep adequate stock of up-to-date applications, forms, and resource handouts
• Maintain accurate signage on display at front desk and front door

• Check daily for incoming faxes, print, and distribute to appropriate staff members
• Coordinate pick-up and delivery of mail and packages
• Receive packages as delivered and notify relevant staff member of its receipt
• Prepare checks for deposit and occasionally take the daily deposit to local banks
• Drop off outgoing mail at USPS drop box or post office
• Maintain safe and clean lobby area by complying with procedures, rules, and regulations
• Assist Administrative Coordinator in the ordering, receiving, stocking, and distribution of office supplies
• Contribute to special projects as assigned

General

• Establish and maintain a positive, supportive, and cooperative work environment
• Maintain knowledge and understanding of Housing Kitsap’s programs
• Take proper safety precautions, anticipate unsafe circumstances, and act accordingly to prevent accidents
• Act responsibly for the safety of self, others, materials, and equipment
• Meet established deadlines
• Use all required safety equipment
• Display initiative to resolve problems and capitalize on opportunities
• Promote cost-effective use of the organization’s resources
• Perform other duties as assigned

EDUCATION: HS Diploma or GED.

EXPERIENCE: One year of administrative assistant experience with at least six months of receptionist/customer service experience; or substituting post-high school course work or training in secretarial skills or, a combination of education, experience, and training that indicates the ability to successfully perform the essential functions of the position listed above.

KNOWLEDGE OF:

• Proper customer service handling;
• Proper methods of handling, receipting, and maintaining records of money received;
• Business English, spelling, punctuation, and arithmetic;
• Accepted office procedures and practices;
• Record keeping and filing systems/practices;
Microsoft Office programs such as Word, Excel, and SharePoint

ABILITY TO:

• Understand and follow oral and written instructions of a complex nature;
• Communicate effectively both orally and in writing;
• Use tact and courtesy when explaining difficult procedures and regulations to the general public;
• Type or word-process quickly and accurately;
• Prepare detailed daily receipt records, and financial and statistical reports;
• Operate standard office machines such as computers, calculators, fax machines, copy machines, scanners, and telephones;
• Understand organization structure and identify personnel in order to explain HK or department policies or functions;
• Deal with the public tactfully and courteously in person and on the telephone;
• Establish and maintain cooperative and effective working relationships with those contacted in the performance of work;
Maintain regular, reliable, and punctual attendance.

PREFERRED QUALIFICATIONS:

• Associate degree or vocational training in clerical administration
• Two years of clerical or related experience