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BABES Office Assistant
Job Code:21-11004
Reports to:BABES Program Manager II
Position Status:Reg Part Time-No Benefits
Home Site:Seneca
Location:1118 5th Ave Seattle, WA 98101
  
Summary:

The BABES Network - YWCA is a peer-based program, a sisterhood of women facing HIV together. BABES reduces isolation, promotes self-empowerment, enhances quality of life and serves the needs of women facing HIV and their families through peer support, advocacy, education and outreach.

Operating on the concept that HIV positive women are uniquely qualified to understand and support one another, BABES Office Assistant provides general administrative and intake functions to support the BABES program.

This position has a social justice component that requires critical thinking through the lens of racism and intersections with poverty. Knowing the core principles of antiracism and grounding those principles in everyday work are required job skills and core values. As an equal opportunity employer, we highly encourage people of color to apply.

In accordance with COVID-19 safety practices, YWCA has a COVID-19 Vaccination Policy, and all new hires need to be fully vaccinated prior to their first day of employment.  YWCA considers a new hire “fully vaccinated” when at least two weeks have passed after the date the employee received: 

A second dose in a two-dose vaccine series, such as the Pfizer or Moderna vaccines; or  
A single-dose vaccine, such as the Janssen (Johnson & Johnson) vaccine.


Responsibilities:
  • Perform administrative functions including: filing, data entry, and ordering office supplies
  • Provide internal fiscal support including preparation of department credit card bills and check requests
  • Provide Intake and Assessment for all incoming BABES participants, set up and maintain client files; support peer advocates, lead case manager and program manager with ongoing client file maintenance
  • Update and request client eligibility documents from clients or providers
  • Responsible for the organization of the BABES office space including: kitchen, supply closet and storage spaces
  • Support prepping the quarterly newsletters, monthly e-newsletter and calendar
  • Take phone calls as needed and make reminder calls for events
  • Ability to represent the program to health care providers, multicultural community groups, and women who are at risk of HIV infection, newly diagnosed and/or previously underserved
  • Assist with set-up and clean up for support groups, meetings and other events
  • Work with co-workers to develop an effective team to fulfill BABES mission
  • Assist other staff members with community outreach and volunteer management
  • Provide a welcoming, calm and courteous presence in the office and on the phone
  •  Actively engages in agency-wide Race & Social Justice Initiative (RSJI) and strives for racially equitable outcomes; takes responsibility for creating and maintaining a safe and welcoming community by making room for people of color, trans and gender-non-conforming folks and other populations who routinely encounter systemic oppressions
  • Adhere to all Volunteer Services protocol relative to volunteer usage, recognition and monitoring
  • Attend required safety trainings and meetings; follow all safety and health guidelines, standards, practice, policy, procedures and actively participates in the agency’s Emergency Preparedness program
  • This position description generally describes the principle function of the position, the level of knowledge and skills typically required and general scope of responsibility. It is not intended as a complete list of specific duties and responsibilities and should not be considered an inclusive listing of work requirements. Individuals will perform other duties as assigned


Qualifications & Core Competencies:
  • Knowledge of, sensitivity, and lived experience with and towards women living with HIV/AIDS
  • Ability and comfort in discussing medical information including sexual history and sexual practices and other information that may be graphic in nature
  • Must be able to navigate transportation through King, Snohomish, Island and Pierce counties independently via public transportation, personal vehicle or occasional ride sharing
  • Ability to understand and maintain strict confidentiality
  • Ability to set healthy boundaries
  • Women of color encouraged to apply
  • Must have demonstrated knowledge and skills of basic computer competencies such as emailing, calendaring, and familiarity with Microsoft Office products, especially Outlook, Excel and Word
  • Good verbal and written communication skills
  • Spanish or other language proficiency a plus
  • One year or more experience providing referrals to medical and/or support services for HIV positive people in Washington State
  • One year or more experience with data entry preferred
  • Willingness to speak publicly about lived experience around HIV to a variety of audiences including youth, incarcerated women, church groups and shelters
  • Ability to represent the program to health care providers, multicultural community groups, media outlets and women who are at-risk for HIV infection, newly diagnosed and/or previously underserved
  • Flexibility and ability to multi-task
  • Willingness to learn new skills
  • Demonstrated commitment to anti-racist principles 
  • Experience working with communities of color and people from different cultures than your own
  • Demonstrated understanding of the intersection of racism and poverty
  • Core competencies expected: Achievement, Continuous learning, Customer service, Flexibility, Fostering Diversity, Interpersonal Skills, Leading and Developing others, Professionalism, Reliability, Race & Social Justice Advocacy, Specialized Knowledge and Stress Management

Physical Demands:

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

  • Occasionally moves items up to 20 pounds
  • Frequently stands, walks, moves, bends and stretches
  • Frequently uses speech, hearing, and sight abilities in exchanging information with clients, agency staff, employers, representatives of community organizations and other individuals in the community
  • Continuously uses hands and wrists, fingering, handing, grasping and reaching in using telephones, computers, and other office equipment and supplies
  • Frequently sits for extended periods while performing desktop activities                       
  • Occasionally stands and walks in performing duties in the office and in traveling to off-site meetings
  • Occasional local travel to multiple locations for off-site meetings
  • All positions at YWCA of Seattle | King | Snohomish are exposed to clients who have experienced or are experiencing trauma in various forms including but not limited to: domestic violence, sexual violence, homelessness, unemployment, financial hardship, etc.  As a result, staff are at risk of secondary trauma. Employees are encouraged to seek external support and maintain self-care when working indirectly or directly with clients

*Continuously = Over 80% of the time * Frequently = 20-80% * Occasionally = Under 20% 


Hours, Rate & Benefits:
• Hourly rate: $18.99/hr - $20.00/hr
• Regular Part-Time, Hours per week: 20
• FLSA Classification: Non-Exempt
• At the time of hire, employees may choose to voluntarily enroll in the Fidelity 403b Plan. Typically after two years of employment, employees are eligible to participate in the YWCA Retirement Fund