Administrative Assistant - Operations

Pay Rate

Why Join Us

You believe that every person deserves a place to call home. You see that homelessness is a systemic issue and want to be a part of the solution. You are ready to utilize your talent, experience, and creativity towards purpose-driven work. You want to work alongside industry leaders to learn, implement, and pioneer best practices.

LA Family Housing is a leading non-profit agency in Homeless Services and Real Estate Development. With 40 years of experience and 15,000+ lives changed each year, we know what it takes to end homelessness. We take tremendous pride in the emergence of our staff as national leaders in innovation, best practices, and policy within housing production and homeless services. Join the fight to end homelessness and make a difference in peoples lives at LA Family Housing!

The Position

The Administrative Assistant is a confidential role responsible for providing administrative support to the entire Operations Team, vendor management and invoicing, mail receipt and distribution, ordering of office and facility supplies, calendars and meeting management and providing assistance with service requests, as well as providing overall customer service for LAFHs main campus. This position requires a high level of independent management, technology proficiency, effective time management, customer service and record keeping. Administrative Assistants duties and responsibilities involve providing administrative support to ensure efficient operation of the office, including but not limited to: providing customer service to guests; sorting mail; ordering office supplies and maintaining community work spaces; coordinating meeting spaces; supporting managers and employees through a variety of tasks related to organization and communication; and being responsible for confidential and time sensitive material.

What You'll Do

Administrative Support & Customer Service

• Basic administrative duties such as filing (hard copy and electronic), copying, faxing, scanning, mailing, data entry and management and answering the phone
• Creates and updates spreadsheets, filers, reports, and other documents as requested
• Supports systems for management, including contract administration, and preparing requested correspondences to stakeholders
• Supports Operations Team with purchasing orders
• Preparing and processing expense reports
• Responsible for scheduling meetings and facility usage for designated locations
• Assists staff with FAQs
• Provides customer services to staff
• Conducts research for special projects as requested
• Supports with inbox management to ensure timely correspondence with internal and external stakeholders
• Support Operations through meeting scheduling; agenda creations, and note taking
• Supports compilation of needed documents

Mail Orders & Package Delivery

• Sorts mail and packages for proper staff/site distribution
• Address any delays, missed deliveries, or damaged mail/package concerns.
• Ensure confidential documents are handled and stored securely.
• Prepare outgoing mail/packages, including postage, courier pickup coordination, and tracking numbers.

Office Supplies

• Coordinates the purchase, assortment, and delivery of staff office supplies at designated locations
• Provides support for maintaining supplies for copy rooms, break room and printer
• Provides support for scheduling maintenance orders for the printers when needed
• Submits invoices into financial system, for vendor payment

Check Coordination

• Ensures appropriate notification, correspondence and sign out of check deliveries

Other

• Additional tasks, projects, and responsibilities as assigned by supervisor
• Provide back-up support to other administrative assistants as needed

What You're Skilled At

• Exceptional organizational and time management skills, with strong attention to detail
• Ability to develop and maintain effective working relationships with staff and stakeholders
• Self-starter capable of working independently, as well as in a team environment
• Experience with Service Request/Work Order and Financial Management system(s)
• Fluent in English required; bilingual, English-Spanish a plus
• Typing, numeric keypad, and computer skills (e.g. Excel, Word)
• Ability to work independently and be a self-starter
• Excellent written, oral and interpersonal communication skills
• Strong organizational and time management skills
• Excellent customer service skills with a can-do attitude
• Ability to effectively operate computers, technology and office machines (Outlook, Printer, Microsoft office, MS Teams, Netsuite)
• Demonstrate analytical, trouble-shooting and problem-solving skills
• Ability to identify issues, obstacles, and opportunities and then develop and implement effective solutions

Other

• Maintains and executes confidential information according to HIPAA standards
• Obtain and maintains CPR/First Aid Certification
• Ability to pass post-offer Tuberculosis (TB) clearances
• Ability to lift up to 25 lbs
• Ability to pass a pre-employment physical exam
• Use of a personal vehicle to travel between worksites on a needed basis
• Must have and maintain a valid California Drivers License and auto insurance in good standing
• Ability to work a 9/80 work schedule

Experience

• High School Diploma required; Associate degree preferred
• Two (2) years of administrative/clerical experience required

What We Offer

Health, Dental, Vision, Life Insurance, 403B Retirement Plan, 529 Education Savings Plan, Long Term Disability, Employee Assistance Program, Flexible Spending Accounts (FSA), Legal Access Plan, Employee Appreciation Program, Company Sponsored Employee Events, Staff Development, 9/80 Alternative Work Schedule, Paid Sick, Vacation and 13 Observed Holidays, Public Service Loan Forgiveness Program Eligibility and more!

Physical Demands, Environmental Conditions, Equipment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Potential physical demands include but are not limited to: walking, climbing stairs, handling, finger/grasp/feel objects and equipment, reaching, communicating, being mobile, repetitive motions, visual activity, driving, and entering buildings. Comfortable working in a pet-friendly environment required. If an accommodation is needed, please inform the Human Resources Department.

Equal Employment Opportunity

LAFH is committed and proud to provide equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran.

Fair Chance Act

LA Family Housing will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if LA Family Housing is concerned about conviction that is directly related to the job, you will be given the chance to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting the California Department of Fair Employment and Housings Fair Chance Act webpage.