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YMCA of Greater Seattle Admin II – Administrative Records Specialist in Seattle, Washington


Our Commitment to Equity

The Y actively promotes a culture free from bias and injustice. We are dedicated to removing institutional and systemic barriers that result in oppression and racism. We will be accountable to marginalized communities for creating equitable and sustainable environments where social justice is woven into every facet of our programs, and by caring for our communities in a culturally versatile and respectful manner.

Job Summary

Provides overall administrative support for behavioral health and foster care programs, while supporting the daily administrative functions for a YMCA branch site. The Administrative Records Specialist must have the ability to work efficiently and prioritize tasks, with strong attention to detail, accuracy and confidentiality.

Who are you?

If you're the right candidate for the job you have demonstrated experience working with complex data and maintaining databases and have experience with web-based electronic records. You thrive within a fast-paced, constantly changing environment and are responsive to quick turnaround times and able to manage multiple deadlines.


  1. Provide overall administrative support to programs and department staff and stay current with program changes.

  2. Maintain client, foster family and personnel files in accordance with regulatory and contract requirements.

  3. Maintain relational databases, process paperwork, and maintain related directories and files.

  4. Tracks all documentation for clinical files, and reviews missing or late documentation with the appropriate supervisor.

  5. Assists with reception duties and provides administrative support to the branch as directed.

  6. Updates and generates reports to notify clinical staff when reviews and renewals are due.

  7. Prepares incoming and outgoing Release of Information materials in a timely manner.

  8. Updates and generates reports to notify staff when reviews and renewals are due. Responds to requests for information from staff, government offices, and others.

  9. Develops and maintains effective, professional relationships with all clients, families, and staff.

  10. Compiles and prepares data/reports on a daily, monthly, quarterly and yearly basis. Identifies and documents trends to bring forward to leadership.

  11. Works with the team to revise forms according to legal and contractual changes. Maintains up to date forms in central computer files for all staff.

  12. Ensures an ongoing printed supply of all program forms is available and organized in a central office location.

  13. Assists with audit preparation.

  14. May train, coordinate, and/or schedule staff and/or volunteers.

  15. Other duties as assigned


  1. High school education or equivalent. Two years or more of college in a related field preferred

  2. 1-2 years’ experience in an administrative support role.Client record management or related experience.

  3. Strong time management, attention to detail, and organizational skills

  4. Intermediate knowledge of/experience with Microsoft Office Suite

  5. General office knowledge - copier, phone systems, etc.

  6. Strong keyboarding skills (aka touch-typing)

  7. If you have other computer database and system experience, all the better - but don't let a lack of experience in those hold you back from applying!


  • Knowledge of mental health regulations preferred.

  • Life experience with poverty, child welfare, homelessness, behavioral health, or youth violence and a desire to use that experience to improve the lives of others.

  • Knowledge of and previous experience with, diverse populations (language, culture, race, physical ability, sexual orientation, etc.).

  • Ability to speak any language in addition to English.

You'll be a great fit for the Seattle Y if you:

  • Thrive on working in a collaborative environment

  • Are very adaptable

  • Have high ownership and strong work ethic

  • Are a great problem solver who can think on your feet

  • Truly enjoy being of service to people

  • Like being part of a team that cares about one another as people and enjoy working together

  • Want to know that the work you do contributes to building a better, stronger community for all

At the Seattle Y, we are an inclusive organization of people with a shared commitment to nurture the potential of youth, promote healthy living, and foster social responsibility. We also believe in supporting the wellbeing of our employees and offer a free Y membership as a benefit of employment.

Become a leader on our team at the YMCA of Greater Seattle where we promote a continuous learning environment and career opportunities.

The YMCA of Greater Seattle is an equal opportunity employer committed to diversity, inclusion, and equity. We are a drug & alcohol-free workplace; all job offers are contingent on results of a background check and drug screening, including screening for marijuana .


Building a community where all people, especially the young, are encouraged to develop their fullest potential in spirit, mind, and body.


  • Respect

  • Responsibility

  • Honesty

  • Caring

  • Passion for Excellence

Job Locations US-WA-Seattle

Posted Date 2 weeks ago (6/23/2020 3:13 PM)

ID 2020-10326

Type Regular Full-Time

# of Openings 1

Location Accelerator YMCA - 2100 Building

Category Administration

Address 2100 24th Ave S