Administrative Services Specialist

SPOKANE NEIGHBORHOOD ACTION PARTNERS•Spokane, WA

6d•Onsite

About The Position

At SNAP, we believe everyone deserves a safe, warm, and affordable place to call home. We’re looking for a compassionate, organized, and service-oriented Intake Specialist to serve as the front door for households seeking housing improvement and weatherization services. If you enjoy helping people, keeping things organized, and being part of meaningful work that directly impacts the community — this role is for you. You’ll be the first point of contact for families navigating housing improvements and weatherization services. Your work ensures households move smoothly from inquiry to service with clarity, dignity, and respect.

Requirements

Love helping people navigate systems and processes
Are highly organized and detail-oriented
Communicate clearly with people from diverse backgrounds
Can manage multiple tasks while staying calm and professional
Value accuracy, follow-through, and teamwork
Want your work to truly make a difference
Minimum of three years experience of administrative, client intake or customer service.
Demonstrated ability to work respectfully and effectively with low-income, elderly, disabled, and vulnerable populations.
Knowledge of or ability to learn eligibility rules, documentation standards, and compliance requirements for WAP and Housing Improvements Programs.
Strong attention to detail and accuracy in data entry, documentation review, and recordkeeping.
Proficiency with computer applications, including word processing, spreadsheets, databases, and case management systems.
Excellent verbal and written communication skills, with the ability to explain complex requirements clearly.
Strong organizational, time-management, and multitasking skills.
Ability to work independently within established policies and procedures while exercising sound judgment.
Ability to maintain confidentiality and comply with privacy and data security standards.

Nice To Haves

Experience in housing programs, Weatherization Assistance Program, energy assistance, social services, or other publicly funded programs.
Notary Public certification preferred but not required.

Responsibilities

Serving as a welcoming point of contact for clients, vendors, contractors, inspectors, and crews.
Screening and processing applications by collecting, reviewing, and verifying eligibility documentation.
Clearly explaining program requirements, timelines, and next steps in a trauma-informed, customer-focused way.
Responding to questions and concerns promptly and professionally.
Scheduling energy audits, inspections, assessments, and service appointments.
Entering and maintaining accurate data in agency, state, and federal systems.
Maintaining complete, well-organized electronic and physical program files.
Monitoring application progress to help eligible households move efficiently into production.
Tracking and reconciling materials documentation within program files.
Preparing and distributing bid requests and transmitting information to contractors.
Assisting with bid awards and reconciling contractor invoices.
Preparing purchase orders and entering information into financial systems.
Coordinating compliance steps such as environmental reviews, lead-based paint requirements, landlord agreements, permits, HUD checks, and notices to proceed.
Assisting with annual contractor agreements and unit bid development as needed.
Work closely with coworkers and volunteers to foster a respectful, inclusive workplace.
Support outreach and referral efforts by sharing program information with partners and community organizations.
Provide information specialist coverage when needed.
Serve as an ambassador of SNAP’s mission, values, and service philosophy.
Protect confidentiality and comply with all privacy, data security, and PII requirements.