Administrative Services Specialist

Join SNAP — Be the First Step Toward Safer, Healthier Homes ️
Position: Housing Improvements & Weatherization Intake Specialist
Location: Spokane, WA
Employment Type: Full-Time | Non-Supervisory

At SNAP, we believe everyone deserves a safe, warm, and affordable place to call home. We’re looking for a compassionate, organized, and service-oriented Intake Specialist to serve as the front door for households seeking housing improvement and weatherization services.

If you enjoy helping people, keeping things organized, and being part of meaningful work that directly impacts the community — this role is for you.

What You’ll Do
You’ll be the first point of contact for families navigating housing improvements and weatherization services. Your work ensures households move smoothly from inquiry to service with clarity, dignity, and respect.

Your day-to-day will include:

• Serving as a welcoming point of contact for clients, vendors, contractors, inspectors, and crews.

• Screening and processing applications by collecting, reviewing, and verifying eligibility documentation.

• Clearly explaining program requirements, timelines, and next steps in a trauma-informed, customer-focused way.

• Responding to questions and concerns promptly and professionally.

• Scheduling energy audits, inspections, assessments, and service appointments.

• Entering and maintaining accurate data in agency, state, and federal systems.

• Maintaining complete, well-organized electronic and physical program files.

• Monitoring application progress to help eligible households move efficiently into production.

• Tracking and reconciling materials documentation within program files.

Contractor & Compliance Support
You’ll help keep programs compliant, coordinated, and moving forward by:

• Preparing and distributing bid requests and transmitting information to contractors.

• Assisting with bid awards and reconciling contractor invoices.

• Preparing purchase orders and entering information into financial systems.

• Coordinating compliance steps such as environmental reviews, lead-based paint requirements, landlord agreements, permits, HUD checks, and notices to proceed.

• Assisting with annual contractor agreements and unit bid development as needed.

Collaboration & Community Impact

• Work closely with coworkers and volunteers to foster a respectful, inclusive workplace.

• Support outreach and referral efforts by sharing program information with partners and community organizations.

• Provide information specialist coverage when needed.

• Serve as an ambassador of SNAP’s mission, values, and service philosophy.

• Protect confidentiality and comply with all privacy, data security, and PII requirements.

What We’re Looking For
We’re seeking someone who cares deeply about people and takes pride in doing things right.

You’re a great fit if you:

• Love helping people navigate systems and processes

• Are highly organized and detail-oriented

• Communicate clearly with people from diverse backgrounds

• Can manage multiple tasks while staying calm and professional

• Value accuracy, follow-through, and teamwork

• Want your work to truly make a difference

Required:

• Minimum of three years experience of administrative, client intake or customer service.

Why You’ll Love Working at SNAP

• Mission-driven work — help families live in safer, healthier homes

• Supportive team environment — collaboration, respect, and shared purpose

• Growth opportunities — learn and build skills in housing and energy programs

• Meaningful impact — your work directly improves lives in our community

Ready to Be the First Step Toward Change?
If you’re passionate about helping people, love staying organized, and want a career with purpose — we’d love to hear from you.

Requirements

Education and Experience

• Required: High school diploma or equivalent and a minimum of three years of administrative, intake, or customer service experience.
• Preferred: Experience in housing programs, Weatherization Assistance Program, energy assistance, social services, or other publicly funded programs.

Knowledge, Skills, and Abilities

• Demonstrated ability to work respectfully and effectively with low-income, elderly, disabled, and vulnerable populations.
• Knowledge of or ability to learn eligibility rules, documentation standards, and compliance requirements for WAP and Housing Improvements Programs.
• Strong attention to detail and accuracy in data entry, documentation review, and recordkeeping.
• Proficiency with computer applications, including word processing, spreadsheets, databases, and case management systems.
• Excellent verbal and written communication skills, with the ability to explain complex requirements clearly.
• Strong organizational, time-management, and multitasking skills.
• Ability to work independently within established policies and procedures while exercising sound judgment.
• Ability to maintain confidentiality and comply with privacy and data security standards.

Training and Certifications

• Data security, confidentiality, and PII handling training (provided).
• Notary Public certification preferred but not required.

Work Environment / Physical Activities

Work is primarily performed in an office setting with extensive computer and phone use. The position may require frequent movement throughout the office and occasional travel to other agency locations or partner sites.

Work Environment/Physical Activities:

Most work is sedentary and performed in an office setting; may involve frequent movement about the office and to other SNAP facilities.

The statements contained herein describe the scope of the responsibility and essential functions of this position, but should not be considered to be an all-inclusive listing of work requirements. Individuals may perform other duties as assigned including work in other areas to cover absences or relief to equalize peak work periods or otherwise balance the workload