JOB DESCRIPTION

AGENCY SUPPORT SPECIALIST

 (Full-time; 30-40 hours per week)

Rebuilding Hope! Sexual Assault Center is seeking to hire a passionate and capable individual to serve as an Agency Support Specialist.

Rebuilding Hope’s mission is to offer support toward healing through advocacy and therapy for those affected by sexual assault and abuse. Through education and collaboration, Rebuilding Hope improves the community’s response to sexual assault and abuse victims and challenges the behaviors and beliefs that promote sexual violence.

Rebuilding Hope! is committed to developing a team of staff who reflect the diverse demography of our community and who represent the populations who are disproportionately impacted by violence. We strongly encourage members of our Black, 2SLGBTQIA , culturally diverse, and differently-abled communities to apply. 

Nature of Work

This is a position involving strong organizational skills and verbal and written communications skills, requiring independent decision-making in office/clerical responsibilities, as well as in addressing the needs of individuals contacting the agency for services or support. The employee in this position will partner to assist the Accounting & Finance, Advocacy, STEP, Education and Therapy Programs, and Administration. The work involves creating and maintaining documents and files, composing and typing materials, serving as a receptionist, handling money as well as assisting with programs data management, agency communications and outreach. This is an hourly, non-exempt position.

Responsible to : Operations Supervisor

Work Location (Primary): Tacoma Office; Primarily on-site (this is not a remote position); Occasional local errands and trips to Rebuilding Hope’s Kitsap County office may be expected and mileage along with other approved expenses are reimbursed. 

Position Type: Full-time Hourly, Non-Exempt (eligible for overtime pay)

Operating Hours: Monday - Friday 9am - 5pm PST

Salary & Benefits: $26.44 - $30.29 per hour (DOE) 

The agency pays 100% of premiums for health, dental, and vision care plans for full-time employees. Full-time and part-time employees averaging at least 20 hours of work per week are eligible to access supplemental insurance policies and services provided by Colonial Life. Rebuilding Hope also provides a 2% contribution of eligible part-time and full-time employees’ salary to the Agency’s SIMPLE IRA retirement plan. The Agency offers generous paid time off accrual rates for vacation, sick, personal (floating) and 13 paid holidays. 

Responsibilities

Primary Objective: The primary objective of this position is to increase and improve communication and support to clients seeking access to agency services and visitors at the Tacoma office for services and appointments. This position will increase productive internal and external agency communication, programs support, data collection and management and agency-wide system efficiencies to ensure clients and the community access the support and care they need while volunteers and staff have quality resources accessible to them. 

- Assist in coordinating and scheduling approved client and visitor appointments in collaboration with programs and managers.

- Greet clients and visitors scheduled for appointments, document therapy visits, provide information to visitors and clients, answer and route agency phone calls and emails, and provide information regarding agency programs and services.

- Maintain supply of facility informational materials (flyers, brochures, cards, employee notices, etc.).

- Post outgoing mail; route incoming mail; track use of postage and photocopier use by program.

- Assist all programs with copying, scanning and faxing materials.

- Receipt money for programs’ fee-for-service transactions and maintain client or transaction records accordingly with programs and Accounting/Finance.

- Provide to Therapists daily updates of their clients fees and outstanding balances. 

- Assist the Operations Supervisor with the agency’s month-end deposit.

- Assist the Operations Supervisor with the stock, maintenance and presentation of the Agency offices.

- Assist as a liaison between Agency and property management for maintenance, repairs, and changes to leased space when needed.

- Assist with organizing supply order requests and purchasing for all facilities and programs.

- Become trained and proficient with agency databases to support programs data management.

- Assist with organization and use of the agency’s Google Workspace (Email, Drive, Calendar, etc.). 

- Support agency-wide file maintenance in compliance with legal and Accreditation standards as well as policies and procedures. 

- Participate in all agency-hosted staff activities (Staff Meetings, Trainings, Retreats, etc.).

- Actively collaborate with all programs, the Operations Supervisor and management team to develop and implement improved systems for programs, services and administration. 

- Actively collaborate with programs to develop, create, share and maintain accurate external information and ongoing communications about agency and client advocacy, education, outreach and therapy services.

- Assist with creating and updating marketing materials (flyers, brochures, cards, videos, outreach supplies, etc.) that increase awareness and service access to the Pierce and Kitsap communities.

- Assist with developing and updating agency website content and content for agency-hosted social media accounts.

- Complete other approved duties or projects as assigned by the Operations Supervisor or as approved to be assigned by another manager or director designee.

Qualifications

The desirable experience and qualifications for the Agency Support Specialist include completed associate or bachelor's degree in a relevant field (business or medical administration, psychology, social work, human services, criminal justice, etc.), plus at least 2 years progressively responsible professional experience in direct social or human services work and office or administrative work. Relevant work experience may substitute for education.

Additional desired skills and experience include website development, social media engagement, graphic design and event planning to support agency- and program-hosted events for internal development and community engagement.

Requirements

- Completing 30 hours of OCVA-mandated sexual assault training (provided by Rebuilding Hope); and

- Attending scheduled Rebuilding Hope staff meetings and additional Rebuilding Hope staff requirements, including staff retreats or internal staff training requirements; and

- Committing to an individual training and development plan with your supervisor that centers on cultural sensitivity, community diversity, equity, access, and inclusion concepts and practices relevant to your position and your representation of Rebuilding Hope to the community and clients we serve; and

- Access to reliable transportation to support a stable on-site presence at the Tacoma office and to complete the occasional local errands or rare cross-County trips for programs, meetings and/or outreach and training activities; mileage is reimbursed for this position; and

- Government-issued photo ID and proof of auto insurance (for use of the Agency’s vehicle, as approved); and

- Can safely lift and carry up to 25 lbs.

Position Details:

This is a full-time, 30-40 hours a week, non-exempt position. We are an equal opportunity employer. Candidates must be able to pass a fingerprint background check that covers Washington state and national jurisdictions. Rebuilding Hope offers an excellent benefits package that this position is eligible for, including generous accruals for paid time off, paid holidays, retirement and supplemental insurance. This position will remain posted until filled and Rebuilding Hope will prioritize consideration of qualified candidates who apply before March 1st, 2024.