Front Desk Coordinator (Part-Time) - $20.00/hour

Description

Participants enrolled in various Volunteers of America (VOA) programs have a long history of inequities and disparities; including but not limited to: homelessness, economic instability, substance misuse, high rates of chronic health and mental health conditions, traumatic events, lack of social support, etc. Our clients, typically, have developed numerous skills that have helped them survive and meet their needs, while facing homelessness.

The Front Desk Coordinator supports the VOA mission by serving as the point of contact for residents, guests, and VOA team members who have questions or need assistance. This role works closely with multiple Programs to coordinate their services. By remembering that everyone who walks through the door is potentially a future resident or team member, the Front Desk Coordinator ensures that each visitor leaves with an extraordinary first impression of our agency and our community! 

Position Type and Expected Hours of Work: 

This is a Part-time position. This position works 4 days per week, 6 hours a day for a total of 24 hours of work per week. Work schedule is Monday through Thursday, 9:00 a.m. to 3:00 p.m., and may occasionally require longer work hours.? 

Essential Duties and Responsibilities: 

To perform this job successfully, an individual must be able to satisfactorily perform each of the essential duties/responsibilities listed below. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties/responsibilities of this job. The essential functions of the position include, but are not limited to the following: 

• Welcome all visitors in a friendly, professional, and courteous manner and direct them to the appropriate persons and offices. 
• Assist outside contractors with access to areas needed for maintenance. 
• Answer, screen, and route all incoming phone calls and voice mails. 
• Update calendars and schedule meetings, including Director’s meeting requests. 
• Provide all required documentation in a timely manner. 
• Complete all required paperwork and reports in accordance with all agency and program requirements. 
• Enter all required data into the appropriate Volunteers of America database(s) and software applications in a timely and accurate manner and as instructed. 
• Assist with special projects. 
• Provide general program information in response to customer and public inquiries regarding services and programs. Provide specific referral information to anyone, whom VOA cannot immediately serve. 
• Ensure the reception area and printer area is tidy and presentable, with all the necessary stationery and materials readily available (e.g., pens, forms, brochures, printing paper and some janitorial supplies). 
• Ensure the conference room area is tidy and presentable, with the weekly calendar updated.
• Manage purchasing office supplies for the organization.
• Receive, sort, and distribute daily mail/deliveries, including some mail and deliveries for the shelters and other programs.
• Maintain office security by following safety procedures and controlling access via the reception desk.
• Effectively serve very low-income, vulnerable citizens with special needs, persons with disabilities, and persons with Limited English Proficiency (LEP).
• Provide staff assistance scheduling Interpreter Requests.
• Perform other clerical receptionist duties such as filing, photocopying, transcribing, and faxing.
• Work independently with limited supervision, remain flexible, and exercise sound judgment.
• Participate in staff meetings, staff training,?and supervision.
• Develop?positive team relationships.
• Maintain, ongoing communication and collaborative relationships with VOA administration and departments.
• Adhere to agency policies, procedures, professional code of ethics and boundaries.
• Maintain a professional appearance and attitude at all times.
• Seek educational opportunities and self-improvement for personal growth and development.

Additional Duties and Responsibilities: 

• Performs other related duties as required or assigned.
• Travel as required. Travel is primarily local and during the business day, although very occasional out-of-the-area and overnight travel may be expected.
• This role has no supervisory responsibilities.

Benefits: 

• Paid Sick Leave
• Paid Time Off
• Mileage Reimbursement
• Three Aflac Insurance Policies to electively enroll in: Accident Protection, Critical Illness and Hospital Indemnity
• 403(b) Retirement Plan including up to 25% employer match up to $500 per year
• FREE CPR/First Aid Training
• FREE Bloodborne Pathogens Certification
• FREE WA State Food Handler’s Permit
• Shift Differential: increase of $0.50/hour between the hours of 5pm-8am
• Ongoing program specific training and professional development training
• Opportunity for career growth and professional development
• Work/Life Balance: We are dedicated to being flexible for family and self-care!

Requirements

To perform this job successfully, an individual must meet the minimum qualifications listed below. These qualifications are representative of the knowledge, skill and/or ability required to perform this job. 

Required Education and/or Experience: To perform this job successfully, an individual must have:  

• High School Diploma or Equivalent? 

Certificates and/or Licenses: To perform this job successfully, an individual must: 

• Become CPR/First Aid/BBP Certified within 6 months of employment 
• Have a valid Driver’s License 
• Have reliable transportation 
• Have the ability to maintain Auto Liability Insurance 
• Successfully pass a Comprehensive Criminal History Background Check and Driving Record Review 

Skills, Abilities, and Competencies: For an employee to succeed in this position they must have:  

• Ability to communicate effectively, orally and in writing; including demonstrated strong interpersonal skills. 
• Ability to retain high professional standards regarding confidentiality. 
• Ability to multi-task and work in a high volume, fast-paced environment, balancing changing priorities. 
• Proven ability for attention to detail. 
• Ability to interact effectively with employees and managers from diverse socio-economic and ethnic backgrounds. 
• Excellent customer service skills. 
• Strong analytical and organizational skills.  
• Proficient in word processing applications and associated software such as Excel, PowerPoint, Adobe, and Google. 
• Proficient reporting skills including auditing data and processes regularly to produce reports and/or communications to applicable stakeholders. 

Physical Requirements: 

In order to meet all expectations of this position, an individual must be able to: 

• Regularly operate a computer, keyboard, mouse, and other office equipment (phones, photocopiers, fax machines etc.), perceive text and buttons on devices, and discern print and handwriting on paper forms. 
• Frequently is required to remain in a stationary position (such as sitting or standing), move about inside and outside to access file cabinets, office machinery, etc., lift and/or move files and/or cleaning supplies and PPE (up to 10 pounds); required to attend apartment visits for inspections. 
• Occasionally help to lift and/or move boxes of files or cleaning supplies. (up to 25 pounds). 

Work Conditions: 

While performing the essential duties/responsibilities of this job, the employee may experience the following environmental conditions at the frequency indicated: 

• Noise Conditions: The noise level in the work environment is usually moderate consisting of usual business office sounds including but not limited to computers, printers, telephones, and light traffic. 
• Heat/Cold: May be subject to heat, cold, wet, and/or humid weather conditions, and occasionally extreme heat and/or cold. 
• Injury Exposure: Position requires working with standard office equipment – copy machine, computers, and phones. 
• Atmospheric Exposures: Typical office environment conditions; may be exposed to various scents and perfumes, less than sanitary or uncomfortable conditions, various pests and pathogens, participants’ service and emotional support animals, as well as clients in physical, mental or emotional distress. 

Salary : $500