Now hiring: Office Assistant

Now hiring: Office Assistant (for receptionist and data entry duties) in Seattle, WA office

Disability Rights Washington's Mission

The DRW mission is to advance the dignity, equality, and self-determination of people with disabilities.  We work to pursue justice on matters related to human and legal rights.

Equal Opportunity Employer

Disability Rights Washington values diversity of culture, disability, and other life experiences, and is an equal opportunity employer by choice. We do not discriminate on the basis of sex, sexual orientation, gender identity, age, religion, race or disability. We endorse and support the intent of the Americans with Disabilities Act of 1990 (ADA) and are committed to providing reasonable accommodations to qualified individuals with disabilities who are applicants or employees who need accommodations. People with disabilities, people of color, people in all other protected classes and formerly incarcerated people are encouraged to apply. 

Part 1: General Information

Overview

Office Assistants at Disability Rights Washington help advance the rights of people with disabilities by performing tasks critical to the smooth operation of the infrastructure needed to sustain constituency directed advocacy. 

Position Category

Administrative Support

Exempt/Nonexempt Status

An Office Assistant is a nonexempt employee with regard to the Fair Labor Standards Act.

Supervisor

Office Assistants report to the Offices Manager who reports to the Executive Director.

Work Conditions

Office Assistants work in an office environment and have minimal local and statewide work-related travel.

Office Assistants work an 8:30 a.m. – 5:00 p.m. schedule and must be willing to work evenings, weekends or extended hours when necessary.

Minimum Application Requirements

Cover letter, current resume, and three references

Part 2: Primary Responsibilities

Essential Functions

Resource Advocacy Support

•    Gives priority to providing photocopying for technical assistance services
•    Maintains caller and visitor confidentiality
•    Maintains publication inventory and tracks publications in database
•    Provides timely mailing assistance for technical assistance services
•    Replies to general information requests with accurate information (general information is information not related to a service request)
•    Does DAD data entry for technical assistance and information and referral services

Receptionist Duties

•    Answers general phone inquiries using a professional and courteous manner
•    Provides backup phone answering when not the primary person answering phone
•    Makes sure phone area is always staffed and the front door is locked when there is no one available to be at the front desk
•    Directs phone inquiries to the appropriate staff members (does not respond to requests for service or provide legal advice)
•    Greets clients/suppliers/visitors to the organization in a professional and friendly manner
•    Tracks the availability of staff and contact information for out-of-office staff when appropriate
•    Uses “people first” and otherwise respectful language

Accounts Payable Related Data Entry

•    Data entry related to credit card purchases and invoice payments
•    Data entry related to staff expense reimbursements

Office Administration

•    Assures office equipment is in working order
•    Codes and files material according to the established procedures
•    Delivers daily outgoing mail to the post office and responds to urgent mailing requests
•    Maintains mail, check and copier logs
•    Prepares and sends outgoing faxes, mail, and courier parcels
•    Provides photocopying services for non-technical assistance services as assigned
•    Provides secretarial and administrative support to staff as assigned
•    Receives, stocks and tracks inventory of office supplies ensuring that basic supplies are always available but not overstocked
•    Responsible for general office upkeep (cleaning kitchen, loading dishwasher), watering of plants, etc
•    Runs errands as assigned
•    Sorts and distributes incoming mail, faxes, and courier deliveries
•    Supervises volunteers as assigned
•    Assists with publication dissemination
•    Uses computer word processing, spreadsheet, and database software to prepare
      reports, memos, and documents

Staff Support Functions

•    Provides clerical and administrative support to non legal employees
•    Provides back-up clerical support to the legal employees
•    Maintains central files
•    Provide logistical support for meetings (varies depending on who is in charge of meeting)

Part 3: Other Responsibilities

Internal Controls

•    Performs internal controls and segregation of accounting duty functions to the extent assigned.

Monitoring

•    Not Applicable

Outreach

•    Not Applicable

Resource Development

•    Performs tasks related to publication development and maintenance if assigned. 

Staff Development

•    Participates in the creation and implementation of a plan to develop his/her work related knowledge and/or skills. 

Other

•    Maintains confidentiality
•    Submits all required reports, timesheets and other documentation in an accurate, legible and timely manner
•    Maintains familiarity with the latest DAD instructions and tracks time and projects in the DAD database
•    Performs other duties as assignedWorkload

Workload

•    Informs the Offices Manager in a timely manner when assignments may not be completed on time.

Part 4: Qualifications

All DRW employees are expected to have a deep commitment to the civil rights of all people, including traditionally underserved groups such as people from culturally diverse backgrounds.

Education

It is desired that an Office Assistant have:

•    An associate’s degree, two years of college or equivalent experience
Or
•    A college degree in a related discipline (e.g. business, information technology)

Experience specific to the position

It is desired that an Office Assistant have:

•    2+ years of related work experience

It is desired that an Office Assistant have:

•    Multi-lingual ability in languages common to Washington state residents
•    2+ years experience working or interacting directly with people with disabilities
•    2+ years related work experience in a human service fieldAbilities specific to the position

Abilities specific to the position

An Office Assistant will have the:

•    Demonstrated ability to type accurately at least 50+ wpm
•    Demonstrated skills in the areas of word processing, file and library maintenance, travel arrangement, project administration, time management, report maintenance and design, transcription, and purchasing
•    Demonstrated knowledge of general office procedures and use these principles in the performance of their duties.General Abilities

General Abilities

An Office Assistant will have the ability to:

•    Be an effective team member
•    Communicate both verbally and in writing
•    Effectively relate to people with all kinds of disabilities
•    Exercise initiative, ingenuity, and sound judgment
•    Effectively utilize conflict resolution and advocacy skills
•    Organize and manage time
•    Set work goals and create work plan of activities
•    Take direction and coordinate work with others
•    Use Microsoft Word, Microsoft Excel, Microsoft Outlook, and Internet
•    Work under pressure in a fast-paced environment
•    Work independently
•    Perform basic math functions

To Apply:

Please send a cover letter, resume, and three professional reference contacts to the attention of Jodi Rose at Disability Rights Washington, 315 Fifth Avenue South, Suite 850, Seattle, WA 98104 or jodir@dr-wa.org. We would like to fill this position as soon as possible. Submissions will be reviewed on a rolling basis.  Submissions will be accepted until the position is filled. There may be an opportunity for a full-time and part-time position to be filled.