Administrative Assistant
Job Details
Entry
Los Angeles, CA - Los Angeles, CA
Full Time
High School
$15.00 - $18.32 Hourly
20%
Day
Admin - Clerical
Description

Summary
The mission of the Downtown Womens Center (DWC) is to end homelessness for women in greater Los Angeles through housing, wellness and advocacy. DWC envisions a Los Angeles with every woman housed and on a path to personal stability. Founded in 1978, DWC was the first organization to exclusively serve women on Los Angeles Skid Row. The administrative assistant position is responsible for overall front office activities, including the reception area, mail, large purchasing requests, facilities support, and operations support. In addition to typing, filing and scheduling, performs duties such as coordination of meetings and conferences, obtaining supplies, coordinating direct mailings, and working on special projects. The administrative assistant also, answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload, recommends changes in office practices or procedures.

 

Essential Functions

  1. Manages the reception area and main phone lines as the first point of contact for the organization.
  2. Answers incoming telephone calls, determines purpose of callers, and forwards calls to appropriate personnel or department.
  3. Responds to regularly occurring requests for information received via voicemail, email, or phone in a timely manner within 24-48 hours.
  4. Greets and assists DWC visitors and callers and supports in directing them to the right department or resource.
  5. Provides clerical support including email correspondence, mailing, filing, copying, scanning, data entry, faxing, collating, etc.
  6. Processes all incoming and outgoing mail, which includes, but is not limited to maintaining and routing publications, verifying package pick-up for staff, and supporting the Programs Department as needed with verifying package pick-up for participants.
  7. Coordinates the pick-up and delivery of express mail services (FedEx, UPS, etc.)
  8. Completes and compiles check requests for submission to the department director or C-Level staff overseeing administration to meet the Finance departments weekly deadline.
  9. Participates as needed in special department projects, including, but not limited to support with research, office signage for all agency sites, facilitation of presentations, meeting materials preparations, and clerical duties and technical support.
  10. Processes parking requests for approved staff guests, funders, and board members.
  11. Manage staff appointments.
  12. Assists in the ordering, receiving, stocking, inventory, and distribution of general office supplies, and supplies for special projects including but not limited to those related to building and staff safety.
  13. Supports in the maintenance and stocking of building common spaces (i.e., reception area, admin supply closet, staff kitchens, mailbox area, break rooms, conference and meeting rooms, copy machine etc.)
  14. Participates, as needed, in special agency committees and taskforces to serve as a representative of the administration department.
  15. Other duties as assigned to support the mission of the organization

 

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Competencies

  1. Communication Proficiency
  2. Organization Skills
  3. Time Management
  4. Customer Skills
  5. Decision Making
  6. Collaboration Skills
  7. Attention to Detail
  8. Flexibility
  9. Critical Thinking Skills
  10. Technical Capacity


Supervisory Responsibility

This position does not have supervisory responsibilities.

 

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. This job will also call for employee to occasionally telecommute.

 

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

 

While performing the duties of this job, the employee is regularly required to talk and hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. Specific vision abilities required by this job include close vision and ability to adjust focus. This would require the ability to lift files, open filing cabinets and bend or stand on a stool as necessary. This position requires the ability to occasionally lift office products and supplies, up to 30 pounds.

 

Position Type and Expected Hours of Work

This is a full-time position. Days and hours of work are Monday through Friday.

Travel

Weekly travel between the DWC building sites and rare travel to local vendors and off-site events is a requirement for this position.

Work Remotely:

Hybrid

Qualifications

Required Education and Experience 

  1. High School Diploma, GED, AA, or Bachelor’s degree preferred.
  2. At least 2-3 years in a clerical or administrative role, or relative administrative experience.

 

Required Knowledge/Skills/Position Qualifications

  1. Work and/or volunteer experience in a direct service agency preferred.
  2. Proven attention to detail and demonstrated ability to manage multiple priorities required.
  3. Excellent written and verbal communication skills required; proven ability to communicate with diverse audiences including, but not limited to various levels of staff, clients, donors, vendors, and members of the public.
  4. Excellent organizational skills.
  5. Excellent customer service skills required.
  6. Strong problem solving and critical thinking ability.
  7. High degree of proficiency in office procedures, keyboarding, office equipment, maintenance, business machines operation (computers, fax, copiers, etc.) & computer software programs required.
  8. Strong administrative skills and proficiency in Microsoft Office Suite (MS Word, MS Excel, MS PowerPoint, MS Outlook) and comfort with learning new applications as required.
  9. Comfort and experience interfacing with various levels of staff and management, while working in a fast-paced environment.
  10. Must be able to work well independently and as part of a team.
  11. Must be a CA resident and live at least 75 miles from the office and must be available for in-person meetings at the DWC offices.
  12. Must provide documentation of a negative COVID-19 test result from the last seven days, on first day of hire.
  13. Must provide documentation of a negative TB test result within the last twelve months, on first day of hire.
  14. You will be required to have received at least the first dose of COVID-19 vaccination to start employment with DWC, and second dose must be received within 30 days from the first day of hire.

 

 

 

Downtown Women’s Center provides equal employment opportunities (EEO) to all employees and applicants and actively seeks candidates who reflect the rich diversity of the communities that we serve. We are committed to a work environment that embraces and promotes individuality and inclusion. We believe that diversity and inclusion of varied perspectives, backgrounds, and life experiences is essential to our organization’s effectiveness, and allows us to serve our clients in the respectful, responsive, and understanding way that they deserve. We define diversity in broad terms to include race, ethnicity, age, gender, religion, sexual orientation, gender identity and expression, mental or physical disability, marital status, pregnancy, military and veteran status, medical condition, geography, socio-economic status, and other unique attributes that make us who we are.

Downtown Women’s Center complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

 

Other Duties 

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. 
 

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