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During the COVID pandemic, this position will require telework and in-person operational support. Current in-person work includes Food Pantry operational support on Wednesdays from 10am – 3pm at the Mercer Island Community and Event Center. Once pre-pandemic operations resume, this position will return to entirely in-person support, including 1-3 evenings each week (shift ending at 7pm).
The Youth & Family Services (YFS) Programs Assistant is a part-time (20 hours/week) position responsible for providing general administrative support for the human services and behavioral health Department at the City of Mercer Island. This position supports customer service functions, food pantry operations, emergency assistance programs, mental health counseling reception and clinical records management, and financial operations for the department. This position is temporarily funded through December 31, 2020, with the expectation that the position will also be funded in 2021.
This position requires excellent customer service, organization, and task coordination skills, as well as the ability to think critically, problem solve proactively and respond effectively to persons presenting in a state of urgency or crisis. Intermediate computer skills are essential. Consider applying if your experience is close to what is described above. The City looks for people with exceptional potential, as the highest performing teams include people of diverse backgrounds, perspectives, and life experiences.
SUPERVISION RECEIVED
The YFS Programs Assistant reports to and receives direction, supervision, and performance reviews from the Community Development and Administrative Manager.
Examples of Duties
- Greets clients and visitors using customer service skills that include listening closely to client, providing clear verbal communication, ability to empathize with client while setting and maintaining appropriate boundaries and strictly adhering to YFS and HIPAA policies.
- Supports Youth and Family Services by performing a variety of administrative duties including purchasing supplies, data entry, maintaining paper and electronic filing systems, creating meeting minutes, and handling mail. Assists with form updates, webpage updates and social media posting as needed.
- Supports front desk reception functions by answering phones, providing front desk customer service, and providing in-person general information or referral for residents, clients and staff. Respond effectively to a person presenting in a state of urgency or crisis and ability to learn and adhere to emergency procedures are essential.
- Supports Emergency Assistance programs through direct support of the food pantry, including supply procurement, database support, and in-person client interface.
- Transmits revenue deposits, process purchase requests and orders, reconciles Simple Practice billing system, maintain petty cash fund and processes thank you letters.
- Supports record management for the department by creating and cataloging files within the internal document management systems and Simple Practice electronic medical records system. Responsible for ensuring procedures comply with YFS policies, HIPAA standards, and Washington State records retention schedules.
- Design and produce camera-ready documents for printing projects.
- Understand department activities and programs and coordinate the support, tools and supplies needed.
- Perform other duties as assigned.
Typical Qualifications
- Education and/or experience equivalent to an Associate degree. Human Services and/or municipal government experience desired.
- Previous work experience in an office environment performing administrative functions.
- Intermediate computer skills in Microsoft Office-based applications (including Word, Excel, and Publisher); advanced skills preferred.
- Previous work experience in telephone and in-person reception.
- Established record of good work attendance.
- Fluency in the English language.
- Willingness to engage in ongoing work on personal and organizational cultural humility and diversity, equity, and inclusion practices.
- Professional demeanor, positive, courteous, patient, efficient, and customer service oriented.
Ability to:
- Take initiative and follow through on tasks and projects.
- Analyze problems and generate and implement solutions.
- Handle multiple tasks and set priorities.
- Interact and communicate effectively with a variety of customers, including senior citizens, children, and teens.
- Set appropriate boundaries with clients.
- Establish and maintain good working relationships.
- Maintain strict confidentiality and professional/ethical standards required by HIPAA, State and Federal statutes and Youth & Family Services policy.
- Work within the mission-vision-values framework of the City of Mercer Island.
OTHER CITY REQUIREMENTS
- Ability to drive a City vehicle and possess a current and valid Washington State driver's license and good driving record. Evidence of a good driving record is a condition of employment and a complete driving abstract will be required.
- Completion of a Nationwide and Washington State criminal history background check is required in order to determine any past conviction history of crimes against persons, sexual assault or exploitation, and sexual or physical abuse and must be able to pass a thorough background check as required by the Child/Adult Abuse Information Act.
- Completion of an I-9 Form, documenting eligibility to work in the United States.
WORKING CONDITIONS AND PHYSICAL ABILITIES
Work is performed in office settings. Must be able to perform essential functions of the job. Hand-eye coordination and fine-manipulation skills are necessary to operate computers and various types of office machinery. This position also requires good listening and speaking skills and occasional lifting of up to 50 pounds.
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