On-Call Administrative Support

Shift: Office Day, variable hours

Benefits: Employee Assistance Program (EAP), Safe & Sick Time, Retirement Plan

About DESC:

DESC (Downtown Emergency Service Center) is a nonprofit organization working to help people with the complex needs of homelessness, substance use disorders, and serious mental illness achieve their highest potential for health and well-being through comprehensive services, treatment, and housing. Our vision is a community where no person is abandoned, ignored, or experiencing homelessness.

As the region's leading provider of services to multiply disabled adults who have experienced chronic homelessness, DESC serves almost 2,000 people each day. Our integrated service model is designed to help people secure and maintain appropriate, safe and affordable housing. DESC is recognized nationally and regionally as an innovator in developing solutions to homelessness.

JOB DEFINITION:

On-Call Administrative Support staff fill staffing gaps on the administrative team when full-time staff are taking PTO, need to be away from their work site for meetings and trainings, during job transitions, when there is a need for additional help for special projects, or for other staff capacity needs. Shift locations vary across DESC’s downtown Seattle offices at 515 3rd Ave, 216 James St, and 222 Wall St and shifts are sometimes split between locations. On-call Admin Support prioritize open Administrative shifts but may also pick up open shifts at DESC’s housing projects, after approval and training.

This position requires a strong interest in providing Administrative Support for a non-profit agency that specializes in services for those experiencing homelessness, mental health crisis, or currently engage in substance use. The successful candidate will be willing to build skills which specialize in engaging and, at times, deescalating clients to provide smooth communication between the client and their care team. This position is in addition to a 7-person Full-time Admin Support team including supervisor which reports to the Program Manager of DEAC.

MAJOR DUTIES AND RESPONSIBILITIES:

Front Desk & Lobby - Client Interactions

• Greet agency clients and visitors who enter the office and inform appropriate staff of their arrival. Provide assistance and information to homeless individuals and others who are experiencing crises and looking for help.
• Assist in maintaining a comfortable and clean lobby area, office area, and conference rooms, while being tolerant of unusual and bizarre client behavior. Intervene when necessary to discourage loitering, fighting, use or sale of drugs and alcohol, and other uncivil or illegal behaviors.
• Assist with providing front desk coverage to relieve teammates for breaks (Each staff working a full shift receive two 15-minute breaks and one 1-hour lunch break).

Phones/Mail/Office Supplies

• Answer incoming calls promptly with proper etiquette; route calls to appropriate persons; transfers call to voice mail or take messages as needed. Provide basic information on agency and services as appropriate over the phone.
• Process mail for clients and staff: Accept mail from USPS, UPS, FedEx, and other independent vendors, sort/distribute mail, and enter received client mail into tracking database.
• Order, maintain and dispense office supplies and forms needed by staff.

Paperwork

• Assist program staff to update and maintain current resource lists, information manuals, and to enter accurate client service records, in coordination with behavioral health program staff.
• Track company vehicles, maintain MS Outlook reservation calendar, enter any maintenance requests as needed.
• Organize, file and/or store source documents for data entered into system, following established procedures for retention or disposal of documents.
• Special Projects and other duties:
• Complete other tasks as needed for special projects such as doing inventory, filing, copying, or other organization projects.
• Participate in staff meetings and in-service trainings, as appropriate.
• Other duties as assigned.

MINIMUM QUALIFICATIONS:

• Excellent typing and keyboard skills and clerical skills/experience.
• Computer skills, including data entry and word processing experience, or related experience with the indicated potential to learn these skills quickly.
• Ability to work independently with a minimum of direct supervision.
• Willingness to be flexible and work cooperatively with co-workers to accomplish all responsibilities of the team.
• Initiative and creativity in problem solving and system development.
• Careful attention to detail.
• Ability to communicate and work effectively with staff from various backgrounds and disciplines.
• Ability to relate effectively to clients displaying a wide range of unpleasant and/or bizarre behaviors.
• Subscribe to philosophy of cooperation and continuity across programs, and of consideration and respect for clients.

EQUAL OPPORTUNITY EMPLOYER:

DESC is committed to diversity in the workplace, and promotes equal employment opportunities for all staff members and applicants. The Agency will not discriminate against any employee or applicant for employment on the basis of race, creed, color, sex, gender, sexual orientation, age, national origin, caste, marital status, or the presence of any sensory, mental or physical disability in any employment practice, unless based on a bona fide occupational qualification. Minorities and veterans are encouraged to apply.