Office Manager

Washington State Department of Ecology Washington Conservation Corps; Vancouver (WA); On-site; USD 58,000 - 62,000; Full time

Job summary

YWCA Clark County in Vancouver, WA, seeks an organized receptionist and general office assistant to support HR and facilities operations. You will handle front desk duties, manage phone lines, process mail and filings, and assist with projects throughout the year.

The role requires a high school diploma or GED, at least six months in a receptionist or customer service role, and strong MS Office, Excel, and PowerPoint skills to deliver excellent service.

Qualifications

• At least six months of experience in receptionist or customer service roles.
• Ability to manage a multi-line phone system.
• Strong organizational and interpersonal skills.
• Commitment to respectful, equity-focused service.

Responsibilities

• Deescalate situations and provide advocacy as needed.
• Reserve meeting rooms for staff and partners.
• Maintain opening and locking procedures for the office.
• Respond to incoming calls professionally and warmly.
• Process cash/checks and handle mail and deliveries.
• Assist with clerical duties and document filing.
• Develop simple staff guides and support projects.

Skills

Customer service

Communication

MS Office

Education

High school diploma or GED

Tools

MS Office

Excel

PowerPoint

Job description

Status: Full-time

Hours: 40 hours per week

Schedule: Monday - Thursday 8:30 am - 5:30 pm

Company Sponsored Time: We participate in a 4-day, 32-hour work week, and YWCA will provide this role 8 hours of Company Sponsored Time for you to use on Fridays to maintain work-life balance while maintaining pay at 40 hours a week.

Pay Range: $27.58 per hour + $1.00 Bilingual Differential

Benefits: Visit our Benefits and Perks Tab by Clicking Here

Mission:

We’ve identified the day-to-day responsibilities linked to each position. In addition to the position specific responsibilities provided below, each YWCA Clark County employee must share responsibility for upholding and modeling the organization’s core value on a daily basis.

• Assure that participants, staff, volunteers and community partners are treated with respect and dignity regardless of race, ethnic background, gender or socioeconomic background.
• Gain approval for, track, and engage in activities that meet the organization’s 1% for Social Change requirement.
• Think through the lens of racial equity and its intersections with poverty. Use the core principles of anti-racism and grounding those principles in all daily tasks
• Incorporate the YWCA’s commitment to social justice by understanding how racism, sexism, classism and other oppressions intersect and are embedded in institutions. Seek opportunities for continued learning about racial, gender and class equity.

General and HR Administration

• Deescalate situations as they arise and provide advocacy as needed
• Reserve meeting rooms for staff and community partners as needed.
• Maintain proper opening and locking procedures for the office.
• Ensure the common areas are stocked and out-of-stock supplies are promptly ordered.
• Respond to all incoming calls on a multi-line phone system in a manner that is both professional and welcoming.
• Ensure that all forms / brochures are stocked and readily available at front desk.
• Process cash/checks received according to procedure to ensure proper audit controls
• Prepare outgoing mail for the postal service and other carriers.
• Assist with clerical duties including faxing, copying, scanning, filing, sorting, etc. as needed
• Creating and maintaining staff phones with mobile phone vendor
• Receive, sort and distribute incoming mail, faxes, and UPS and FedEx deliveries.
• Assisting with collection and filing of documents for HR Office
• Developing “How To” Guides for staff
• Provide administrative support to projects throughout year in partnership with Executive Assistant
• Unless an accommodation is requested and granted, this position requires the ability to sit or stand for long periods of time and the ability to lift up to 20 pounds.

Facilities Administration

• Communicate with vendors for maintenance visits, repairs and supplies.
• Process approved supply orders and ordering, stocking of custodial supplies.
• Order, stock and maintain inventory of facility supplies. Verify orders for accuracy and completeness.
• Inputting documents for fire code inspections – hot water heaters, etc.
• Generate and maintain daily, weekly, monthly, and annual maintenance calendar
• Receive facilities request and distribute to facilities manager .

There is a strong social justice component to all positions within YWCA Clark County, requiring critical thinking through the lens of racism and intersections with poverty. Knowing the core principles of anti-racism and grounding those principles in everyday work are required job skills and core values

Related education: High school diploma or GED.

Related experience: At least six months of experience in a receptionist or customer service oriented role that involves email communication, managing a multi-line phone system, and fax machines.

Ability to provide superior service: use active listening skills during initial and subsequent face-to-face conversation with participants, staff, and community partners to ensure all relevant questions and concerns are properly addressed or routed to the correct person.

Ability to maintain strong boundaries: maintain strong personal/professional boundaries at all time to make sure that work is spent supporting the participants and furthering the mission of the program and organization.

Ability to adapt: the only constant is change – expecting and being open to change is a critical part of this position and is a necessary component of being in a service oriented field.

Strong problem solving skills: resourceful and able to resolve challenges while knowing when it's time to stop and ask questions or seek additional guidance.

Strong technological skills: effectively use common software programs (like MS Office, Excel, and PowerPoint) to fulfill position related expectations. Extensive knowledge of Excel.

Strong history of dependability: arrive on time at work every day; promptly communicate with your supervisor about any last minute schedule changes due to illness and provide at least a months' notice before scheduling any vacation or prolonged personal time off.

Strong soft-skills: with little to no prompting, adapt work and communication style to mitigate and/or de-escalate crisis, and to best support our participants, staff, and community partners.