Be the first to helpfamilies and individuals seeking services and programs!

Job Summary

All Rights Reserved

Solid Ground is a non-profit social service organization that provides a variety of services primarily to residents living on low-incomes in Seattle-King County.

The Administrative Services & Referral Coordinator provides reception services and clerical support to agency staff. This position answers a high volume of incoming calls, conducts initial assessment of the needs of callers and walk-in clients and makes referrals to appropriate agency staff as well as other agencies within the community in a way that ensures appropriate hand-offs, helps with maintenance and programming of the phone system, routes and posts mail for all Solid Ground sites, completes accurate monthly reports including data entry, assists with contract routing throughout the agency, is responsible for being prepared to handle any safety issues that may arise, and completes projects as requested by the Support Services Supervisor and other programs.

In addition, this position works closely Community Resource Gateway (CRG, formerly Every Door) team assisting with the coordination of internal and external referrals to services, following up with referrals to determine outcomes and assess additional needs, completing data entry in CaseWorthy and noting client services provided.

Essential Duties, Responsibilities & Tasks :

45% Answer high volume of incoming calls on a multi-line phone system and provide access to interpretation and relay services.

Greet and help callers and walk-in clients, guests and visitors in a friendly, helpful, professional, respectful, trauma-informed and culturally competent manner.

Evaluate and screen immediate needs of callers and clients and make appropriate referrals to agency staff and programs. Learn, use, and maintain extensive and up to date knowledge of all agency programs, including maintaining resource binders containing community information.

Explain agency and / or program limitations and options. Stay current on the availability of various services offered throughout the community.

Use de-escalation skills to work with callers and in-person visitors in crisis. Work in collaboration with CRG team and Housing Support Specialist including coordination and documentation of referrals made, following up on services accessed determining any additional service needs, timely data entry, correspondence, etc.

Coordinate with Peer Support Specialist to ensure referrals to CRG are receiving information and referral on a timely basis.

Assist Peer Support Specialist in data entry and follow up with referrals is completed. Participate in community referral systems such as Crisis Connection and UniteUs to support internal and external referrals to services.

25% Provide support for staff on phone use. train staff members and troubleshoot copier, fax, scanner, and printer use. Report building and equipment services and repairs as needed, including calling for service.

Provide a wide range of administrative support to all agency staff, including creating, updating posting and distributing flyers, forms and correspondence, creating management and client folders, and other tasks as requested.

Provide administrative support to Administrative Services Supervisor including correspondence and data entry, in addition to tasks listed above.

20% Process and distribute incoming and outgoing mail for all sites as well as faxing, filing and copying documents as needed.

Find and supply invoices, and complete check requests for payment of invoices as requested. Compile detailed site-specific monthly reports for Accounts Payable as needed.

Update, compile and distribute monthly phone lists for the agency. Distribute and track bus tickets when available. Track, route, check, and return all agency contracts.

Coordinate and document long-term bulk record storage, document locations and annual file purges. Support staff in scheduling meeting room use, including schedule conflicts.

Open and close building on daily basis. Complete monthly reporting as needed.

5% Make and distribute all agency staff I.D. badges; maintain reservations for staff trainings and events; work closely with Safety and Emergency teams;

deal with emergency situations as they arise.

5% Participate in program, department and agency meetings and relevant trainings as required. Keep front desk area, three main copier areas, and meeting rooms clean and tidy.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

Solid Ground is an equal opportunity employer committed to workplace diversity. We do not discriminate on the basis of gender, age, race and color, religion, marital status, national origin, disability, or veteran status.

Share this post!

Last updated : 2024-05-09