Downtown Women's Center · 6 hours ago
Assistant - Administration
Los Angeles, CA
Full-time
Onsite
Entry Level
$25.25/hr - $25.25/hr
2+ years expDowntown Women's Center is dedicated to ending homelessness for women in greater Los Angeles. The Assistant, Office Administration position is responsible for managing front office activities, providing clerical support, and coordinating various operational tasks to ensure smooth office functioning.
Non-profit Organization Management
No H1B
Responsibilities
Manages the reception area to greet visitors and oversee the agency’s main phone line as the first point of contact for the organization
Responds to regularly occurring requests for information received via voicemail, email, or phone in a timely manner within 24-48 hours
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, coordinating express mail services (FedEx, UPS, etc.), verifying package pick-up for staff, and supporting the Programs Department with verifying package pick-up for participants
Completes monthly expense reports and credit card reconciliations on behalf of departments under the Operations Unit as requested
Serve as a key point of contact between the organization and third-party vendors and suppliers. This includes but is not limited to coordinating and site visits, including preparing necessary documentation, arranging access, and supporting on-site logistics
Process, track, and reconcile vendor invoices under the Operations Unit, ensuring accuracy and compliance with company policies and finance deadlines
Participates as needed in special department projects, including, but not limited to support with research, office signage for all agency sites, submitting maintenance requests, facilitation of presentations, meeting materials preparations, clerical duties, and technical support
Processes parking requests for approved staff guests, funders, and board members
Supports with appointment scheduling for Operations Unit leadership and DWC staff as needed
Travels between various DWC locations as needed to support office management needs
Provides back-up coverage for the department as needed which may include minimal support with I.T. equipment related issues
Assists in the ordering, receiving, inventory, and distribution of general office supplies, and supplies for special projects including but not limited to those related to building and staff safety
Support 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
Qualification
Required
At least 2-3 years in a clerical or administrative role, or relative administrative experience
Proven attention to detail and demonstrated ability to manage multiple priorities required
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
Excellent organizational skills
Excellent customer service skills required
Current valid California state driver's license, comprehensive insurance, and good driving record
Strong problem-solving and critical thinking ability
High degree of proficiency in-office procedures, keyboarding, office equipment, maintenance, business machines operation (computers, fax, copiers, etc.) & computer software programs required
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
Comfort and experience interfacing with various levels of staff and management, while working in a fast-paced environment
Must be able to work well independently and as part of a team
Cultural humility
Must be a CA resident and live no more than 80 miles from DWC; must be available for in-person meetings at DWC
Must provide documentation of a negative TB test result within the last twelve months, on first day of hire
Preferred
High School Diploma, GED, AA, or Bachelor's degree preferred
Work and/or volunteer experience in a direct service agency preferred
Ability to type approximately 40 words per minute preferred
Company
Downtown Women's Center
The Downtown Women’s Center (DWC) is the only organization in Los Angeles focused exclusively on serving and empowering women experiencing homelessness and formerly homeless women.
51-200 employees
Funding
Current Stage
Growth StageLeadership Team
Amy Turk, LCSW
Chief Executive Officer
Bettina Robinson
Director of Training and Partnerships
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