ADMINISTRATIVE ASSISTANT
This position is responsible for coordinating, implementing and providing operational support to all clients and employees in alignment with A Step Ahead in Pierce County’s goals and objectives.
You will be responsible for supporting high-quality services to infants and toddlers who are enrolled in or referred to one of ASAPC’s programs including performing general office duties, preparing and maintaining client files, completing data entry, and other administrative needs of program staff.
Pay Range: $23-35 per hour depending on experience
Full Time: Non-Exempt Position. Work schedule: Monday through Friday. Location: ASAPC Office, Puyallup WA
Benefits Eligible including: medical/dental/vision/life insurance, Simple IRA retirement plan with up to 3% company match, mileage reimbursement, paid holidays, paid time off, paid sick and safe leave, continuing education leave, and continuing education funds. Potential for bonuses. More information in full-length job description.
Essential function & tasks
Perform front desk duties of answering phone calls, taking messages, managing faxes and retrieving voicemails
Receive, prepare and send records requests and other admin support requests in support of all programs
Assist with client database and/or EMR data entry, audit, and review
Receive and track office deliveries and mail including check processing
Monitor and tidy inventory office and kitchen supplies including light cleaning
Support office security and access to private suite
Assist Playful Connection Coordinator as needed with groups or events
Assist Medical Billing with claims and insurance/SOPAF processing
Execute and report data and insights for operational improvements
Maintain established work schedule, is punctual, keeps appointments, is willing to adapt schedule to meet unexpected needs and changes, uses time effectively
Use independent judgment and discretion in setting daily priorities to complete tasks and meet deadlines
Create a unique and positive experience with any interactions on behalf of the agency
Present a positive and professional image for the organization
Represent the organization’s mission and values
Manage and maintain accurate and thorough data capturing to maintain compliance via physical and digital filing systems
Ensure positive and consistent communication
Collaborate with other staff and community partners
Work with sensitive information with discretion to maintain confidentiality and security and ensures compliance with privacy policies and regulations
Engage and participate in all agency trainings and team events
Support in the story telling of our work to community and potential supporters
Fully engage and implement given responsibilities included in organization’s Fund Development Plan, goals and vision
Support in the recruitment and stewardship of organization’s donor base and expansion of our mission
Participate agency events, playgroups, and fieldtrips as needed
Assist with administrative program tasks as workload capacity fluctuates
Qualifications
Degree in Education, Therapy, Social Work, Human Services, Public Health or related field.
Minimum 2 years of experience in general office duties preferred.
Ability to obtain and maintain ESIT Credential specific to Family Resources Coordinator.
Pass Washington State pre-employment background check, as required.
Reliable transportation with valid Driver’s License and proof of Auto Insurance via auto insurance declaration/binder.
Skills
Proficient skills in MS Word, Excel, Teams, and web-based databases.
Able to gain proficiency in computer software commonly used for documentation and report preparation.
Knowledge and adherence to HIPAA/FERPA legislation and other patient privacy laws.
Detail oriented and able to maintain consistency on repetitive tasks.
Ability to work independently, manage multiple priorities, and adapt in a fast-paced environment
Able to collaborate and share responsibilities with projects and tasks.
Professional communication and interpersonal skills with the ability to relate and partner with diverse audiences.
Able to clearly communicate with children, caregivers, community partners and colleagues.
Comfort with public speaking, event facilitation, and representing the organization externally.
Equity & Inclusion
Demonstrate the initiative to learn and enhance skills that promote anti-racism, cultural competency, and an understanding of oppression and its impact.
Participate in intentional learning efforts, including events relating to understanding institutional racism and building cultural competency.
Peak Performer Commitments
We care about our vision and know we are making a difference through our work
We value individual contribution and the power of team
We build relationships that drive desired results
A Step Ahead in Pierce County Principles & Values
We will do our work in a way that treats the well-being of children as our highest priority
We will provide family-centered services in a manner that promotes trust, respect and confidence with the families we serve
Our behaviors will be of the highest ethical standards. We will always conduct ourselves with compassion, sensitivity and honesty
We will demonstrate integrity through the operation of a transparent organization in the form of board oversight and fiscal responsibility
We will be both creative and collaborative in our approach to building a vital community
Mental & Physical Requirements
The physical/mental demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to individuals with disabilities to perform the essential functions.
Mental Requirements:
This position continuously requires interpersonal skills, teamwork, customer service, use of discretion, performing basic math, independent judgment and/or independent action, and reading, writing, speaking, and understanding English. Frequently requires decision-making and problem analysis. The position occasionally requires creativity. Attention to detail is also required. This position includes desk work (i.e., sitting, filing, phone and computer screen time), as well as field work (i.e., driving, visits in the home and community).
Physical Requirements:
This position continuously requires sitting, hearing (using assistive devices if needed), manual finger dexterity, hand-eye coordination, repetitive motion of the hands/wrists, ability to lift 40 pounds (average weight of a 3-year-old). A Step Ahead in Pierce County is housed in a wheelchair accessible building with wheelchair accessible bathrooms. While ASAPC is a fragrance-free agency, there may be scents in the building, in family homes or in the community. Access to reliable transportation will be required for travel to office and home visits. Working conditions vary between computer work and home visits. This involves sitting and moving around on the floor to follow child’s lead, as well as minimal remote or office-based work at the Puyallup office location
Environmental Conditions
Generally, in an office environment with occasional visits to external environments. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.
Disclaimer:
This job description is not to be construed as an exhaustive list of all responsibilities, duties, and skills required of this position. All ASAPC employees may be required to perform duties outside of their normal responsibilities from time to time, as needed, to meet the ongoing needs of the organization.
All qualified applicants will receive consideration for employment without regard to race, color, religion, creed, national origin, sex, sexual orientation, age, marital status, veteran status, or the presence of any sensory, mental, or physical disability, genetic information, or the use of a trained guide dog or service animal by a disabled person
To learn more about A Step Ahead browse our website asapc.org or call 253.471.2727. To apply, please send your resume & cover letter by clicking the button below
