Administrative Assistant - FareStart

Administrative Assistant

Department: Executive & Administration

Status: Non-Exempt, Full-Time

Location: Seattle, WA.

Pay Rate: $23.77 - $25.95/hour

ABOUT THE ORGANIZATION

FareStart has been helping people transform their lives through food for 30 years — one person, one job and one community at a time.

People experiencing poverty struggle to escape the cycle they are in and often face other compounding barriers to getting and keeping a job. At FareStart, we help people overcome barriers by teaching work and life skills needed to succeed in employment and in life. By investing in people, providing meals and building community, we transform homelessness, hunger and poverty into human potential.

OUR VISION

Every individual has the opportunity to thrive in an equitable and just world.

OUR MISSION

FareStart transforms lives, disrupts poverty and nourishes communities through food, life skills and job training.

OUR VALUES

• Acceptance: We build relationships based on the belief that the past informs but does not dictate the future.
• Respect: We treat everyone with dignity, regardless of background or differences. We actively listen and seek first to understand.  We are honest, even when it is difficult.
• Openness: We create a culture of trust through transparency and open communication. We are open to new ideas.
• Collaboration: Contribute positively to strengthen the organization and our impact through teamwork and through partnerships.
• Accountability: We are responsible to each other, to our community and ourselves. We are committed to rigorous evaluation and making fiscally responsible decisions that align with our mission.
• Inclusion: We provide a community of belonging, regardless of background. We value and seek out diversity.
• Growth: We are a learning organization.  We invest in continuous improvement and growth.

ABOUT THE POSITION

FareStart is seeking to fill two Administrative Assistant roles that will partner and cross train on the duties below.  

This position provides comprehensive administrative support to the organization and is responsible for the smooth running and coordination of front desk operations and reception.  This position requires the ability to anticipate needs, provide excellent customer service, and offer solutions to problems with a high level of professionalism and confidentiality.  Duties and assignment of tasks will be coordinated by the Director of Administrative & Executive Operations and may vary over time to balance workloads and meet the needs of the organization.

Essential Duties and Responsibilities include the following:

• Assist with a variety of administrative functions across the organization, including IT-related ticketing, candidate phone screenings, employee onboarding and offboarding, room booking and setup, guest and student hospitality, common area organization, staff event support, scheduling/calendaring, mailbox monitoring, printing, data entry, and other administrative duties as assigned.
• Facilitate a welcoming and supportive environment for FareStart students, guests, and staff.
• Monitor secure administrative entrance and provide access to authorized students, guests, and staff.
• Prepare, distribute, and track security badges, keys, and building/parking fobs.
• Provide onsite monitoring of security systems at main location (700 Virginia St).
• Be prepared to handle emergencies or urgent situations, ensuring the appropriate staff members are notified immediately.
• Ensure compliance with safety protocols and assist visitors or staff during incidents or evacuations.
• Answer main phone line, respond to inquiries, and route calls as necessary.
• Sort and distribute mail, including checks.
• Order and maintain office supplies.
• Coordinate office equipment (printers, etc.) supply and repair orders.
• Create and maintain administrative operations guides.
• Train colleagues to provide backup coverage for the front desk.
• Organize and maintain physical and electronic files and directories to ensure information is accessible, up to date, and protected/secured with appropriate level of confidentiality.
• Handle sensitive and confidential information in an appropriate, professional, timely, and respectful manner.
• Perform other duties as assigned.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodation may be made to enable individuals with disabilities to perform the essential job functions.

Don’t meet all desired requirements? Studies have shown that some people are less likely to apply to jobs unless they meet every single desired qualification. At FareStart, we are dedicated to building a diverse, inclusive, and authentic workplace, so if you’re excited about this role but your past experience doesn’t align perfectly with every desired qualification in the job description, we encourage you to apply anyway. You may be just the right candidate for this or other roles.

• High School diploma or equivalent and two (2) or more years of related administrative experience; and/or an equivalent combination of education and experience.
• Demonstrated ability to maintain the highest level of confidentiality while handling sensitive material.
• Demonstrated computer skills with proficiency in Microsoft Office applications, particularly Word, Excel, SharePoint, PowerPoint, Outlook, and Teams.  Ability to work with customized databases and technology and to conduct internet research.
• Excellent written and verbal communication skills with the ability to adapt communication based on audience with purpose and inclusivity.
• Ability to prioritize multiple tasks/requests under time constraints and meet deadlines in a professional manner.
• Ability to listen patiently and attentively, ability to express self clearly and effectively.
• Ability to work independently as well as within diverse teams and environments, while treating everyone with respect.
• Ability to employ best practices associated with the position, while displaying an on-going commitment to learning and self-improvement.
• Ability to take in new information and perspectives to inform and adapt work.

Preferred Qualifications & Skills

• Experience with customer relations database (e.g., Microsoft Dynamics).
• Experience operating a multi-line phone system.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodation may be made to enable individuals with disabilities to perform the essential job functions.

• This position is exposed to a typical office environment.
• The noise level in the work environment is usually moderate.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodation may be made to enable individuals with disabilities to perform the essential job functions.

• This position may occasionally be required to life and/or move up to twenty-five (25) pounds.
• Specific vision abilities required by this job include close vision and the ability to adjust focus.
• While performing the duties of this job, the employee is regularly required to sit. The employee is frequently required to walk; use hands to finger, handle, or feel; reach with hands and arms; and talk and hear. The employee is occasionally required to stand, climb or balance, and stoop, kneel, or crouch.

BENEFIT HIGHLIGHTS

• Competitive pay based on experience and qualifications
• Paid time-off (5 weeks first year of employment)
• Paid holidays, including up 2 floating holidays
• 401(k) savings plan with company match
• Medical (including vision), Dental, Disability, and Life Insurance
• Employee discounts at FareStart retail social enterprises
• Employee Assistance Program
• Free ORCA pass

Why Should You Apply?

• Be part of our mission to disrupt poverty.
• Join a supportive, respectful, and celebratory community among our staff, students, board, and volunteers.
• Organizational commitment to a diverse, equitable, and inclusive workplace.
• FareStart encourages the personal and professional growth of its employees.

For information on FareStart, including more information on employee benefits and our company culture, visit our website at: www.farestart.org/about

Commitment to Diversity and Inclusivity

FareStart is committed to becoming a fully inclusive, antiracist, diverse organization.  To fulfill our mission, vision, and values we are seeking candidates who demonstrate shared values of diversity, equity, inclusion, and antiracism.

Our Commitment to Anti-Racism

FareStart defines antiracism as the clear acknowledgment that racism permeates organizations, communities, and industries, including our own. We recognize that we have a duty to be vigilant in addressing and confronting racism in how we make decisions, show up in our communities, build business practices and policies, and engage in intentional partnerships and philanthropic endeavors to fulfill our mission and vision.