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.
- Manages the reception area and main phone lines as the first point of contact for the organization.
- Answers incoming telephone calls, determines purpose of callers, and forwards calls to appropriate personnel or department.
- Responds to regularly occurring requests for information received via voicemail, email, or phone in a timely manner within 24-48 hours.
- Greets and assists DWC visitors and callers and supports in directing them to the right department or resource.
- Provides clerical support including email correspondence, mailing, filing, copying, scanning, data entry, faxing, collating, etc.
- 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.
- Coordinates the pick-up and delivery of express mail services (FedEx, UPS, etc.)
- Completes and compiles check requests for submission to the department director or C-Level staff overseeing administration to meet the Finance departments weekly deadline.
- 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.
- Processes parking requests for approved staff guests, funders, and board members.
- Manage staff appointments.
- 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.
- 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.)
- Participates, as needed, in special agency committees and taskforces to serve as a representative of the administration department.
- 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.
- Communication Proficiency
- Organization Skills
- Time Management
- Customer Skills
- Decision Making
- Collaboration Skills
- Attention to Detail
- Critical Thinking Skills
- Technical Capacity
This position does not have supervisory responsibilities.
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.
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.
Weekly travel between the DWC building sites and rare travel to local vendors and off-site events is a requirement for this position.