Job Title:Receptionist /Administrative Coordinator
Reports To:Operations Manager
FLSA Status:Full-time, Non-exempt, Regular
Department:Administrative
Job Classification:2 – Program Assistant

SUMMARY

Provides high-quality customer service to all guests, clients, and staff at the YWCA Pierce County. Operates main reception area, ensures security of main entrance, operates multi-line phone system and office equipment, and provides general administrative support to agency operations.

OTHER KNOWLEDGE, SKILLS, AND ABILITIES

• Proficient in Microsoft Office applications
• Ability to work effectively with diverse people.
• Ability to listen well and understand detailed information.
• Ability to manage multiple tasks with multiple distractions.
• Strong attention to detail
• Exceptional organizational skills
• Strong data entry skills
• Able to remain calm and professional in times of high stress.
• Ability to write routine reports and correspondence.
• Ability to adapt and learn quickly.
• Ability to resolve problems and challenges in a timely manner.
• Self-starter who uses time effectively and responsibly.
• Ability to type 40+ wpm.
• Ability to work 8:30-5:00 Monday-Thursday and 8:30-4:00 on Friday.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to deal with problems involving several concrete variables in standardized situations.
• Commitment to YWCA vision, mission, and values
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ESSENTIAL DUTIES AND RESPONSIBILITIES

• Welcomes all guests and clients to the YWCA in a professional, friendly and hospitable manner and facilitates their check in; helps them navigate to the appropriate person or area.
• Manages entry access for everyone entering the YWCA 405 building.
• Supports in-kind donors with entry access when bringing in donations or other items, including helping to bring in items or providing necessary equipment to do so.
• Responsible for opening and closing the building each day; including locking doors and windows and any other confidential information.
• Provides customer service to walk-in clients to access the community advocate and provide written referral information or provide space for making calls if the community advocate is not available.
• Consistent attendance, punctuality, and communicates changes in work schedule in a timely manner.
• Implements YWCA donation protocols and provides accurate information to in-kind donors, in coordination with the Fund Development program.
• Answers incoming telephone calls, determines purpose of calls, and forwards calls to appropriate personnel or program.
• Retrieves messages from voice mail and forwards them to appropriate personnel; takes and delivers messages or transfers calls to voice mail when appropriate personnel are unavailable.
• Answers phone, email, and in-person inquiries about the YWCA Pierce County; provides callers with accurate information, including agency and program processes, driving directions/address, and appropriate referrals as needed.
• Monitors cameras and maintains security at the building entrance and parking lot.
• Monitors visitor and contractor access and issues visitor badges and/or executes confidentiality agreements when required.
• Updates and posts appointment and meeting room calendars, daily.
• Stamps and send mail daily; receives, sorts, and routes mail and other deliveries, and maintains and routes publications; maintains all staff mailboxes.
• Maintains lobby and reception area in a clean and orderly condition, coordinating with other staff as appropriate to pick up deliveries and donations.
• Maintains fax, postage and copier machines, assists users, sends faxes, and retrieves and routes incoming faxes.
• Prepares end-of-month usage reports for copier and postage machines.
• Accepts payments, cash, and in-kind donations, in adherence with YWCA policy.
• Orders, receives, and maintains office supplies.
• Creates and prints fax cover sheets, memos, correspondence, reports, and other documents when necessary.
• Maintains staff contact lists.
• Performs other clerical duties as needed, such as filing, data entry, photocopying, and collating.
• Provides support to the leadership team as needed; books travel, sets up meeting rooms, orders food for meetings, etc.
• Performs internet research and assists other team members in clerical duties as reception duties allow.
• Provides quality service to one-person clients & over the phone callers that adhere to the principles of Advocacy Based Counseling (ABC) and are in accordance with WAC 388-61A, Chapter 70.123 RCW.
• Ensures trauma-informed care per the YWCA’s model of such values and practices.
• Meets initial and continuing annual training requirements per WAC 388-61A.
• Makes mandatory reports to Child Protective or Adult Protective Services or makes reports to law enforcement when there is imminent risk of harm that meets a “duty to warn” threshold.
• Completes special projects upon request.
• Actively participates in scheduled agency or committee meetings and scheduled internal trainings; attends make-up sessions as needed due to absence from required sessions.
• This is a general description of the responsibilities of the position; other duties may be assigned.

SUPERVISORY RESPONSIBILITIES

• This job has no supervisory responsibilities.EDUCATION and/or EXPERIENCEHigh School diploma or GED with AA degree preferred or two years of administrative experience; additional experience may be considered in lieu of degree relevant certifications or equivalent combination of degree and experience. Nonprofit experience preferred.