Operations Assistant - Office / Administrative Support
Catholic Community Services of Western Washington - Tacoma, WA

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(There are 6-10 major responsibilities [each of which is at least 10% of an employee’s work time] an employee is responsible for completing as a part of their position. Each major responsibility is accompanied by a brief outline of how the objective is accomplished.)

A. Human Resources Administrative Assistant
Employee accomplishes this responsibility by completing the following tasks:
1. Facilitate advertising for all positions in Pierce County.
2. Send out “application received” cards for all positions.
3. Review and screen applications for CSS (i.e. minimums, exclusions).
4. Support interview set up- calls to applicants, prepare interview packets etc.
5. Complete phone reference checks for all positions.
6. Conference with Operations Supervisor prior to offering complimentary positions. Complimentary positions offered out of this office, staff positions offered by the Clinical Supervisor/Manager at the Northend office.
7. Offer complementary positions over the phone, prepare, sign, and send out offer letters.
8. Complete interview process by checking interview packets for completeness; return packets for staff positions to Human Resources.
9. Write Personnel Action Request (P.A.R.) form for new hires, prepare all new hire paperwork, prepare the staff file.
10. Background checks: Review and submit background checks to the Department of Social and Health Services; complete CICS/WSP background checks online.
11. Process Excluded Parties List System- at hire/annually. Review Optum lists monthly.
12. Facilitate the welcoming of new CSS’ via Family Preservation new hire paperwork meeting.
13. Complete P.A.R.’s as needed for changes in position, hours, personal information, etc.
14. Complete Separation Reports and P.A.R.’s for terminations for complimentary staff.
15. Facilitate six-month wage increases for Community Support Specialists (initiate reviews, maintain records, complete P.A.R.’s.)

B. Database Entry
Employee accomplishes this responsibility by completing the following tasks:
1. Timely and accurate submission of entering employee profiles into the database.
2. This includes creating and activating an employee in the database (new) or deactivating an employee (separate).
3. Any change in positions or change in teams (specifically crisis).
4. Tracking of Agency Affiliated Registrations (CAAR) and expiration dates.

C. Coordinate communications equipment and computer technology for the Northend office.
Employee accomplishes this responsibility by completing the following

1. Order cell phones for staff or work with Operations Manager to accomplish this task.
2. Act as main point of contact between Tahoma Center IT Department and Northend on computer technology.
3. Complete accounting paperwork for phones.
4. Maintain log of phones (approx. 200 devices)
5. Maintain log of laptops (approx. 25 devices)
6. On-site system administrator for land-based phone system, trouble-shoot issues, train staff in usage.
7. Trouble-shoot issues with fax machine and copiers.

D. Facilitation of staff travel and use of agency credit cards
Employee accomplishes this responsibility by completing the following

1. Search for lowest available air fares, hotels, and car rentals when staff are required to travel for work.
2. Verify available credit on agency credit cards.
3. Complete the reservation process with agency credit card.
4. Send necessary credit card documentation to accounting department.
5. Make sure that travel packets are always available for staff.
6. Maintain credit card information in locked filing cabinet.

E. Coordinate Day-to-day facilities needs for Northend office
Employee accomplishes this responsibility by completing the following

1. In conjunction with the Operations Manager for needed repairs and maintenance.
2. Coordinate spraying for pests on a regular basis.
3. Coordinate services calls and oversight of alarm system.
4. Actively Participate as a Safety Committee member to make sure all hazardous situations are taken care of ASAP.
5. Maintain the COA required Maintenance and Emergency Manual.
6. Liaison with the contracted janitorial services.
7. Maintain set of master keys for the building.
8. Coordinate weekly with maintenance and repair team from the Tahoma Center.
9. When necessary, issue building keys and alarm instructions to new staff.
10. Train new staff in building opening and locking up procedures.
11. Keep hallways free from clutter and ensure that kitchen appliances meet cleanliness and safety standards.

F. Participate in Northend Operations Team
Employee accomplishes this responsibility by completing the following

1. Open and close the building on a daily basis.
2. Answer switchboard phone.
3. Signer on Northend checking account for emergency client needs.
4. Take and type meeting notes for Family Preservation all staff meetings.
5. Support the production and maintenance of training manuals
6. Support the scheduling and advertising of trainings
7. Maintain copier: order supplies; request service when necessary
8. Ensure timely supply orders
9. Facilitate requests for business cards
10. Maintain system wide Family Preservation phone list.
11. Carry a cell phone for 24/7 availability for emergencies involving phones,building, emergency travel etc.

All employees working in CCS have the responsibility for developing and safekeeping a workplace that values and supports a culturally diverse work environment. Employees’ treatment of each other, their willingness to try new ways and ideas--all these things contribute greatly to the organization’s success in providing an open, culturally enriched and diverse workplace.

Minimum Qualifications
A. AA degree in general studies, human resources, social services, or business.
B. Experience working in a database,
C. Two years experience working in an office environment.
D. Exposure to highly confidential information.
E. Excellent written and verbal communication skills.
F. Excellent attention to detail.
G. Ability to work as a self –starter as well as a team member.
H. Ability to work flexibly and with multiple interruptions.
I. Must pass criminal history check through CICS national search prior to employment.

Preferred Qualifications
A. BA degree in general studies, human resources, social services, or business.
B. Experience working in a non-profit, social service setting.

Contact: Tina Shields, PHR HR Generalist 253-502-2625

Catholic Community Services of Western Washington - 18 months ago - save job - block
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