Office Coordinator

In every job at Rod’s House, our mission and vision are embedded deeply into the responsibilities. A job at Rod’s House is about more than completing tasks; rather, it is about prioritizing building positive and lasting relationships with young people, colleagues, volunteers, and our community.

Our Mission: Rod's House builds authentic connections with young people, encourages them in feeling respected and secure in who they are, empowers them to reach their full potential, and positively connects them to the community.

Our Vision: Rod's House envisions an END to youth homelessness in the Yakima Valley. To break the cycle of homelessness we engage volunteers, donors, and the community to ensure young people's basic human needs are met and that they have a safe, stable home; permanent, positive connections; meaningful education and employment opportunities; behavioral and physical health care; and supports that reinforce their individual abilities.

Position Information

Title: Office Coordinator

FLSA Status: Hourly, Full-Time, Non-Exempt

Location: Rod’s House Main Office

Reports to: Human Resources Manager

Overview (what unique role does this position play within Rod’s House?)

The Office Coordinator plays an integral role in the coordination of activities occurring at the Main Office of Rod’s House, which serves as the hub for all outreach, admin support, and Director-level staff. This position’s primary responsibility will be coordinating activities and staff out of the Main Office including, but not limited to, corresponding with community members through the main phone line and main email, coordinating organization-wide bill pay and grant organization, and ensuring that all regulatory and office-related needs and requirements are met.

Duties and Responsibilities

Main Office Support

• Develop and maintain policies for all shared spaces of the Main Office (entryway, front desk, hallways, conference room, break room);

• Facilitate monthly meetings with all staff based out of Main Office;

• Greet main office visitors with professional care;

• Assist the Executive Director with administrative tasks;

• Maintain office files by implementing an efficient system for other staff to access files and records;

• Maintain training requirements for all admin staff as required by organization training standards;

• Maintain inventory of office supplies and order new supplies, as needed;

• Coordinate contracted services that support the Main Office;

• Responsible for scheduling of conference room reservations;

• Ensure standards, set by Rod’s House Safety Committee, are implemented at the Main Office.

Organizational Support

• Answer, respond to, and distribute phone calls made to main organization phone line;

• Answer, respond to, and distribute emails sent to main organization email;

• Maintain billing procedures for all regularly-scheduled, organization-wide bills;

• Submit check requests for stipends and costs incurred outside of regularly-scheduled bills;

• Pick up, distribute, and send out mail;

• Communicate check request and mail protocols with staff;

• Coordinate technology needs for the organization, including but not limited to, updating tech inventories, assisting with technological support, and ordering new computers and phones;

• Update and maintain multiple spreadsheets related to staff changes, supply inventories, and monthly trainings;

• Communicate birthdays and anniversaries to staff;

• Relay changes of information to appropriate employees, as indeed;

• Facilitate and participate in program, department, and agency meetings and trainings;

Complete all duties as assigned and other duties as required.

Required or Preferred Education and/or Experience

• Bilingual (Spanish-English) (required);

• High school diploma or equivalent (required);

• Experience providing exceptional customer service (required);

• An understanding of and adherence to a strengths-based philosophy with youth and young adults (required);

• Dedication to promoting an inclusive and diverse workplace through competency in equity, race, social justice, differently-abled, and LGTBQIA2S+ identities (required);

• Experience with administrative and clerical responsibilities (strongly preferred);

• Basic technological literacy, specifically for PC laptops, iPhones, and Google Suite (strongly preferred);

• Lived experience relevant to the population served (preferred).

Knowledge, Skills, and Abilities

• Must be at least 18 years of age (required);

• Pass a Washington State criminal background check (required);

• Pass a Federal (FBI) criminal background check (required);

• Valid driver’s license and auto insurance is (required);

• Excellent verbal and written communication skills;

• Excellent organizational/ time management skills and attention to detail;

• Ability to type at least 60 words per minute;

• Extensive knowledge of office management procedures;

• Excellent interpersonal and customer service skills;

• Excellent time management skills with a proven ability to meet deadlines;

• Proficient with Microsoft Office Suite or related software;

• Possess skills and ability to work successfully with the unique needs of youth in care;

• Effective communication and problem solving skills;

• Ability to work with young people in crisis;

• Can employ professionalism and patience in high stress environments;

• Understanding the importance of flexibility in a job;

• Proven ability to create a system or process when one does not exist;

• Ability to develop and maintain strong relationships;

• Creative problem solver:

• Willingness to learn and teach new things;

• Strong verbal and written communication skills with exceptional attention to details;

• Demonstrate ability to work collaboratively in a team environment;

• Proficient in using technology;

• Contributes to a positive organizational culture;

• Ability to maintain confidentiality;

• Demonstrate commitment to supporting equity and inclusion;

• Personal qualities of integrity, credibility, and a commitment to and passion for the Rod’s House mission.

Work Conditions and Physical Requirements

This position requires daily interactions with community members, social service providers, and other organizations.. Physical requirements for the position include frequent walking, hearing, seeing, speaking, stooping, kneeling, crouching, reaching, grasping, climbing, and repetitive motions. This position requires exerting up to 50 pounds of force to lift, carry, pull, or move objects.

Rod’s House will reasonably accommodate qualified individuals with a disability so that they can perform the essential functions of a job unless doing so causes a direct threat to these individuals or others in the workplace and the threat cannot be eliminated by reasonable accommodation or if the accommodation creates an undue hardship to Rod’s House.

Salary/Compensation and Benefits

• Starting hourly wage of $18.50 per hour;

• 40 hours per week, Monday-Friday;

• Within 30 days, employer pays medical (90%), dental (90%), and vision (90%) insurance;

• Eligible to receive up to a yearly 5% raise based on annual performance review;

• 10 paid Washington state holidays;

• 15 days of paid time off granted immediately after 90 days, increasing by 5 days every 2 years;

• 2 hours of sick pay accrued every 40 hours worked;

• FREE CPR/First Aid Certification;

• FREE CPI (non-violent crisis intervention) Certification;

• FREE WA State Food Handler Permit;

• Ongoing program specific training and professional development training;

• Opportunity for career growth and professional development;

• Work/Life Balance: We are dedicated to being flexible for family and self-care.

Rod’s House is all about building authentic connections. We are committed to equity and inclusion and are proud to be an equal opportunity employer. We encourage people with lived experience of homelessness and those who identify as LGBTQIA2S+ and people of color to apply. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender identity or expression, sexual orientation, national origin, citizenship, marital status, disability, age, veteran status, political ideology, or any other legally protected status.