This describes typical duties and responsibilities and is not intended to limit management from assigning other work as needed.
In alignment with our core values to lead with service, respect all people, build community, and deliver results the Administrative Assistant’s primary responsibility is to provide administrative support services to our Homeowner Services department and to perform clerical tasks to support daily operations, exhibit excellent customer service and professional communication via phone, e-mail, and in-person interactions. The Receptionist / Administrative Assistant is a self-motivated, punctual, outgoing, and efficient team member who reports to the Homeowner Services Manager. This position is the first point of contact for phone calls and visitors in the building, so the Receptionist / Administrative Assistant will need to be knowledgeable about Habitat and the services we provide, personable, and be able to interact and communicate effectively in a business environment.
Essential Functions
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Greet clients, visitors, and guests; determines the purpose of each person’s visit and directs or escorts them to the appropriate location.
- Answer, screen, and direct phone calls; field questions about Habitat and our programs, take messages and schedule appointments.
- Responsible for conference room calendars – to include resolving potential scheduling conflicts, set-up, and clean-up before/after meetings, and greeting incoming guests.
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Ensure office and breakroom cleanliness and organization, to include management of restock items as purchased by Operations Administrator in breakroom, and responsible for all office supply orders – such as paper, pens, and specific requests by team.
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Responsible for scheduling Homeowner services’ meetings, classes, and events and communicating with attendees about the event.
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Update and manage homebuyer database, pulling reports when needed.
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Communicate, gather, and audit homebuyer documents for monthly check-ins and accurately save and store them in SharePoint file.
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Communicate, gather, and audit applicant files and relay missing items to help expedite application decisions.
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Responsible for mail distribution to whole office, as well as coordinating outgoing mail and FedEx pick-ups as requested by team and ensures coverage of mail distribution responsibility when out-of-office.
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Manage in-office volunteers, train new volunteers for reception-related responsibilities, and ensuring coverage of reception-related responsibilities when out-of- office.
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Ensure that homebuyer and applicant documents are saved and filed into the appropriate workspaces/folders in online filing system and any paper files. Create and manage new and existing homebuyer files.
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Assist Operations Administrator as directed with event coordination.
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Assist Marketing Coordinator with the creation, revision and prep of marketing materials when needed.
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Set up new hire desks with office supplies, as directed by HR.
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Other duties as assigned
Pay
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For the selected candidate who meets the minimum requirements for the role and has 0-2 years of direct, relevant experience serving in this role and/or at this level, pay for this position is $22.46 to $24.00 hourly, with the potential to go to $24.71 hourly with time and demonstrated success in the role.
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For the selected candidate who exceeds the minimum requirements for the role and has 2-4 years of direct, relevant experience serving in this type of role and/or at this level, pay for this position is $24.71 to $26.00 hourly, with the potential to go to $26.95 hourly with time and demonstrated success in the role.
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For the selected candidate who exceeds the minimum requirements for the role and has 4-7 years of direct, relevant experience serving in this type of role and/or at this level, pay for this position is $26.95 to $28.00 hourly, with the potential to go to $29.20 hourly with time and demonstrated success in the role
Benefits
Benefits package to include generous vacation/sick leave, medical/dental/vision insurance, short/long term disability, life insurance, and retirement account with employer matching and professional development program.
Habitat for Humanity of Seattle-King & Kittitas Counties is firmly committed to a policy of equal employment opportunity (EEO) and will provide such opportunities to all qualified persons without regard to sex, race, age, color, religion, mental or physical disability, national origin, sexual orientation, gender identity and expression, and/or military status, or any other characteristic protected by law.
Statement of Commitment on Diversity, Equity, and Inclusion
At Habitat for Humanity Seattle-King & Kittitas Counties, we build hope for all by tearing down barriers to affordable housing. Our commitment to diversity, equity and inclusion is unwavering.
We have a deep love of humanity and embrace all our differences including race, religion, background or identity.
We act to remove systemic barriers to sustainable, affordable homeownership through advocacy and equity by providing education on housing issues and inequities for public policy makers and eliminating systemic inequities in our policies and practices. We empower our homeowners through education.
We bring people together, leveraging our differences to achieve our mission in our workplaces, building sites, stores, and in our homes.
We build communities where everyone feels a sense of belonging. Our support does not stop when a homeowner receives their keys.
We provide hope by eliminating disparities in home ownership.
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
Minimum Education, Experience and Skills
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High School diploma or GED required. An associate degree, business school certificate or related education is preferred. Significant prior experience may be substituted for a combination of the educational requirements.
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Strong attention to detail and ability to work collaboratively.
- Strong communication and organizational skills.
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Ability to work independently and proactively without constant supervision.
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Experience in nonprofit and/or administrative role preferred.
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Experience with multiline phone, preferred.
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Proficient in MS Office Suite with emphasis on Outlook and scheduling functions
Language Skills: Ability to read and interpret documents such as rules, instructions, and procedure manuals and speak effectively before customers or employees in English. Ability to communicate with those where English is not their native language.
Reasoning Ability: Define problems, collect, establish facts, and draw valid conclusions. Provides solutions to individual and company problems.
Computer Skills: Proficiency with computer usage, especially Microsoft Word, Excel, Outlook and PowerPoint. Experience with accounting software.
Physical Demands and Work Environment
The physical demands and work environment described below represent the activities and surroundings of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- The physical demands and work environment described below represent the activities and surroundings of the positions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
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While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel. The employee is required to talk and must be able to read. The employee is occasionally required to reach with hands and arms. Specific vision abilities required by this job include close vision and ability to adjust focus. Extensive keyboarding is required.
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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 foot traffic.