POSITION DESCRIPTION:
The Youth Services Division of Catholic Community Services is a successful and growing division consisting of programs that serve youth pre-k through young adulthood in King County. The two major program areas are the Youth Tutoring Program (YTP) and Homeless Youth Services (HYS). We need a highly organized and energetic individual to join our team as a full-time Youth Services Assistant. This position is responsible for providing administrative support to the Youth Services Division in offering high quality, dynamic services to our community. This person must have good writing and verbal communication skills and the ability to work alongside a large and diverse staff team. Administrative or secretarial skills are essential.
MAJOR DUTIES AND RESPONSIBILITES:
1. Provide administrative support in the contract management process for Youth Services of King County.
a. Prepare monthly and quarterly reports to the Youth Services Contract Monitors.
b. Prepare monthly and quarterly invoices to Youth Services Contract Monitors (including the City, County, SHA and FoY).
c. Prepare and submit A/P requests for Youth Services. Copy and track A/P requests for invoice preparation to multiple funding sources.
d. Prepare and submit invoices and/or reports to funders and funding sources in a timely manner. Handle billing discrepancies when required.
2. Provide support to administrative staff, six tutoring centers, one drop in center and other satellite locations.
a. Respond to daily inquiries and requests for information via telephone and email.
b. Coordinate meetings and provide support services and assist with projects as needed.
c. Assist with staff recruitment and reference checks.
3. Coordinate and manage office/program supplies, program forms, and materials for a staff of 30, over 500 volunteers and 1000 youth.
a. Order and purchase office and program supplies for administrative staff and the centers.
b. Prepare and submit petty cash reimbursement forms and other check requests for payment
c. Ensure sufficient quantities of volunteer timesheets, student enrollment forms, daily activity logs for students and other program forms.
d. Purchase YTP snacks for distribution to students at tutoring centers.
e. Track and monitor inventory of Youth Services office and program supplies on continual basis. Organize and maintain the YTP storage area.
f. Purchase, organize, and distribute student incentive prizes and donated school supplies periodically.
g. Serve as custodian for YTP's $350.00 petty cash fund.
4. Manage Youth Services client and volunteer databases.
a. Create new database queries and reports when needed. Modify existing database queries and reports.
b. Collect client and volunteer statistics from the database and input them into the monthly/quarterly/composite program reports.
c. Input client enrollment information annually; routinely update volunteer and client databases.
d. Collect and report evaluation survey statistics for program stakeholders.
5. When applicable, supervise Work Study Student.
a. Train Teen Aide and Work Study Student in office tasks and procedures and database functions.
b. Prioritize and delegate incoming tasks to appropriate staff.
c. Monitor work for accuracy.
6. Maintain and coordinate gift tracking system and donor acknowledgement.
a. Support Fund Development Coordinator to maintain systems for accurately tracking and analyzing donors, dollars received, matching gifts.
b. Act as liaison to CCS Accounting and Development groups.
c. Reconcile Accounting statements and Development records to ensure accurate record keeping and proper crediting of funds to Youth Services.
d. Work closely with Development to ensure all gift and donor information are accurate in Raiser's Edge.
e. Attend Raiser's Edge trainings; work collaboratively with CCS to ensure continuity of data entry processes.
f. Generate tax receipts/acknowledgement letters and pledge reminders.
JOB CONDITIONS:
This position requires the employee to work in an office environment where there may be interruptions and a moderate amount of noise from telephones and conversations among employees. Extensive use of computers and related office equipment is typical of this position.
PHYSICAL AND MENTAL ACUITY REQUIREMENTS:
The requirements 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 enable individuals with disabilities to perform the essential functions.
1. Able to hear telephone rings, and phone and face-to-face conversation.
2. Able to speak clearly in person and on the telephone.
3. Able to hand write legibly.
4. Able to read normal size print and handwritten notes.
5. Able to occasionally lift and carry up to 25 pounds.
6. Able to concentrate on task and sustain moderate to extensive attention to detail.
7. Able to sit for sustained periods of time.
8. Mobility/dexterity of hands/arms to enable use of computer and other office equipment.
9. Regularly able to perform duties as assigned.
10. Able to make independent decisions and apply sound judgment in performing job duties.
11. Able to perform other duties as assigned.
MINIMUM QUALIFICATIONS:
1. Two years administrative assistant experience.
2. Proficient in Microsoft Office 2003 or later environment; intermediate to advanced knowledge of Access required.
3. Strong attention to detail; highly accurate math/computing skills.
4. WA State driver's license and vehicle.
5. Excellent oral and written communication skills. Pleasant and clear phone manner.
6. Demonstrated strong initiative and organizational skills; excellent time management skills
7. Commitment to supporting a culturally diverse work environment.
PREFERRED QUALIFICATIONS:
1. Bachelor's degree
APPLICATION PROCEDURE: Send résumé and cover letter to:
Catholic Community Services
ATTN: Human Resources Department
100 -- 23rd Avenue South
Seattle, WA 98144-2302
Email: Jobs-KC@ccsww.org
Fax: 206-328-5053
Please visit our website: www.ccsww.org
Please let us know if you need special accommodations to apply or interview for this position.
EMPLOYEE PLEDGE
We will not tolerate attitudes, behaviors, or statements that alienate, offend, or injure any person associated with CCS because of their racial or ethnic origin.
We will enable and support all efforts to become aware of and eliminate racism and racist behaviors within CCS and the broader community.
We will take exceptional steps to identify and root out such biases, especially where there appear to be long-standing, institutional patterns of unacceptable behavior or lack of performance.
A WORKPLACE VALUING DIVERSITY
- Location: 100 23rd Ave. S, Seattle, WA 98144
- Compensation: $14.89/hr DOE, Full Benefits: Medical, Dental, Vision, LTD
- This is at a non-profit organization.
- Principals only. Recruiters, please don't contact this job poster.
- Phone calls about this job are ok.
- Please do not contact job poster about other services, products or commercial interests.
