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Children's Institute · 20 hours ago

Administrative Assistant

LA Metro Area

Full-time

Onsite

Entry Level

$19.04/hr - $22.85/hr

1+ years exp

Children's Institute is seeking an Administrative Assistant to provide routine clerical and administrative support. The role involves preparing correspondence, managing data entry, and acting as a liaison between departments to ensure efficient operations.

AdviceEducationTraining

Culture & Values

Responsibilities

Provides routine clerical and administrative support

Prepares routine correspondence, forms, and similar items using word processing, spreadsheet or other software applications

Enters data into the computer ensuring accuracy and completeness; prepares and distributes routine reports

Sets up, and files program/department/personnel/client documents under supervision; copies, sorts, faxes, collates and retrieves documents

Calls for repairs/maintenance of office equipment such as copier, fax, telephone, or computer

Sorts and distributes incoming mail; prepares outgoing mail including internal office mail, external mail, overnight services, delivery services and registered mail

Acts as receptionist for department, greeting and directing visitors, answering and forwarding telephone calls, assisting in the general operations of facilities including maintenance, resolving operational issues, scheduling conference/training rooms, housekeeping, safety and security

Maintains calendars, schedules program/department and supervisor appointments as directed; updates calendar and ensures appropriate parties are informed

Supports the front office reception area as needed

Act as the primary liaison between the IT department, Finance department, and external vendors to coordinate and ensure timely payment of invoices

Receive incoming calls, emails, and chat messages from end-users requiring IT assistance, assign helpdesk tickets to appropriate technicians, and provide basic troubleshooting support as needed

Other duties and special projects as assigned

Qualification

Data entryOffice 365Accounting softwareDatabase softwareBilingual (Spanish/English)Multi-taskingCommunicationOrganizational skillsProblem-solvingConfidentiality

Required

One year of administrative/clerical experience

High school diploma or general education degree (GED) required

Possesses a valid driver's license and state-required auto insurance or reliable access to transportation depending on business needs

Excellent data entry skills

Ability to multi-task

Extremely organized

Ability to work with others towards a common goal

Ability to be flexible and work in a changing environment

Ability to coordinate projects, solve problems and make solid business recommendations

Ability to establish and maintain routine files, records, and official documents

Ability to handle confidential information

Maintains patient privacy, including protecting the confidentiality, safeguarding the integrity and availability, and limiting the use and disclosure of patient Protected Health Information (PHI) to authorized individuals and entities

Participates in, conducts, and sustains performance quality improvement activities according to designated role and responsibilities

Sensitivity to service population's cultural and socioeconomic characteristics

Excellent verbal and written communication skills

Punctual and dependable attendance

Must have intermediate knowledge of Office 365 programs in a Windows environment