Catholic Community Services of Western Washington

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Job Details

Administrative Assistant

at Catholic Community Services of Western Washington

Posted: 3/4/2020
Job Reference #: 4201
Keywords: clerical, office

Job Description

Job LocationsUS-WA-Aberdeen
Posted Date4 months ago(11/27/2019 2:24 PM)
Job ID
# of Openings
USD $16.80/Hr.


$16.80 - $17.80 HR/DOE

The Receptionist is responsible for directing incoming calls for the Grays Harbor Adult Behavioral Health location, greeting visitors, clients and staff, maintaining and updating community resource file and responding to inquiries for assistance, processing incoming and outgoing mail. This position provides clerical assistance to all Family Center programs as time allows.


  • Provide a friendly inviting environment where visitors/clients and staff feel welcome.
  • Greet visitors and staff, offering assistance as needed.
  • Ensure visitors are seated in waiting area and not escorted to the office they have a meeting in, ensuring safety and security.
  • Notify staff of visitors’ arrival and provide appropriate instructions to visitors.
  • Provide respectful professional assistance to all internal and external callers.
  • Answer 3-line phone system directing caller to appropriate staff or refer to appropriate community resource. Keep track of incoming phone calls on call log and lock it up at the end of business day in filing room or give to another staff member when leaving the office.
  • Maintain “out of office” list to effectively inform callers of staff absences.
  • Check after-hours voice mail and ensure messages reach their intended destination.
  • Train relief staff and volunteers for emergency coverage.
  • Complete Request for Service intakes with clients when scheduled to do so or as needed.
  • Responsible for request for service intakes, telemedicine appointments and mental health assessment calendars.
  • Process incoming and outgoing mail for the ABH program.
  • Ensure the pick-up and delivery of mail from the post office box outside office door.
  • Receive mail from the Postal carrier and distribute in a timely manner.
  • Open and sort mail into appropriate mail slots for program pick-up.
  • Inform appropriate programs/staff of special deliveries and incoming faxes.
  • Meter outgoing mail and prepare for delivery to the post office or pick up by Postal Carrier.
  • Maintain postage and ensure adequate amount of postage to meet program demands. Purchase postage when necessary using program account at Swanson’s.
  • Provide Resource Assistance to visitors seeking assistance.
  • Maintain current community resource materials and respectfully provide to visitors as requested.
  • Assist visitors in contacting resources as requested.
  • Provide clerical and administrative support to the ABH program.
  • Update and display daily meeting room schedules for staff and visitors.
  • Update employee phone list and departmental listings.
  • Maintain staff vehicle identification log.
  • Provide job announcements and applications for applicants.
  • Keep monthly event display board current and update available housing board weekly.
  • Maintain cleanliness of the Lobby and Reception area.
  • Provide clerical or other project assistance to ABH program as time allows.
  • Other duties as assigned by Agency Director, ABH Program Administrator, or HR Director.
  • Responsible for upholding a culture of privacy and security in highly confidential work environment (HIPAA covered entity service area).
  • Complies with all CCSWW policies and procedures that involve access to and safeguarding of client Protected Health Information (all forms).



  • High School Diploma or GED
  • Excellent interpersonal skills.
  • Strong customer service skills
  • Professional demeanor on the phone and in person.
  • Ability to work as part of a team.
  • A desire to work with diverse populations.
  • Must have reliable transportation, valid driver’s license, automobile insurance.
  • Must have an acceptable driving record per CCS’ driving policy. (required to provide current driving abstract)
  • Applicant must successfully pass required background checks prior to an offer of employment.
  • Support and uphold the mission, beliefs and values of Catholic Community Services and Catholic Housing Services.
  • Support and contribute to a creative, collaborative and respectful environment that promotes teamwork.
  • Demonstrates the necessary attitudes, knowledge and skills to deliver culturally competent services and work effectively in multi-cultural situations.


  • Experience working in a non-profit environment.

Note to Internal Candidates: HR reviews internal compensation and determines increase based on their experience and also agency internal equity factors.

Catholic Community Services and Catholic Housing Services is an Equal Opportunity Employer

Please let us know if you need special accommodations to apply or interview for this position.