Administrative Assistant

Volunteers of America Los Angeles; Burbank (CA); On-site; USD 43,056 - 45,323; Full time

Job summary

VOALA is seeking an Admin Assistant I to provide general office support and serve as receptionist. The role requires establishing cooperative relationships with staff, clients, and vendors while maintaining efficient office operations.

The position is on-site in California with duties including filing, document management, training coordination, and billing support. Candidates should have a high school diploma and 2 years of office experience; bilingual in English and Spanish is preferred.

Qualifications

• Must be able to pass a fingerprint clearance and background check.
• 2 years of office/clerical experience; education or certification can supplement experience.

Responsibilities

• General Office Duties: Filing, preparing client and worker folders, coordinating staff training and events, entering data, ordering supplies and mailing correspondence.
• Receptionist Duties: Answering phones and emails, maintaining documents, and fostering cooperative relationships with staff and public.
• Essential Functions: On-site work daily, maintain filing, restock supplies, act as receptionist, assist with service hour billing, coordinate training and events, and perform other duties as required.

Skills

Bilingual English and Spanish

Education

High School Diploma or Equivalent

Associate of Arts degree in Business Administration or Management Science

Job description

VOALA

Helping Our Most Vulnerable Change Their Life Stories

About Us

Volunteers of America is a non‑profit human services organization committed to serving people in need, strengthening families, and building communities. VOALA provides a variety of social services to Los Angeles area communities such as Head Start programs, Upward Bound college prep programs, veterans’ services, homeless shelters, low‑income housing program as well as drug and alcohol rehabilitation. Learn more at www.voala.org.

Pay Rate

$20.70 - $21.79 per hour

Benefits

VOALA offers competitive medical, dental, vision and retirement benefits.

Job Summary & Purpose

The Admin Asst I provides general office support, and acts as the office receptionist and telephone screener. Establishes and maintains cooperative and harmonious working relationships with program staff, workers, families of clients, business agencies, office vendors, and general public.

Duties & Responsibilities

General Office Duties

• Filing and assisting other office staff when required.
• Prepares client and worker folders, record files, and general filing of records and documents.
• Coordinates staff training and administrative events.
• Participate and assist in organizational functions and events.
• Database entry as directed.
• Orders office supplies, type, create, and mail correspondence.

Receptionist Duties

• Answers telephone, e-mails, and replies to questions accordingly.
• Maintains informational and/or operational documents.
• Establishes and maintains cooperative and harmonious working relationships with program staff, workers, families of clients, business agencies, office vendors, and general public.

Essential Functions

• Services for this position must be provided on‑site. As a result, the position requires incumbents to report to work on‑site each day of active employment.
• General filing
• Prepare client and worker folders
• Restock supplies
• Receptionist for office
• Assists with service hour billing
• Coordinates staff training and administrative events
• Other duties as required and may be subject to change.

Mandated Reporter

As service providers to the underprivileged and vulnerable in our community, all employees are considered Mandated Reporters, and must report any instance of physical or sexual abuse to proper authorities.

Qualifications

Requirements:

• Must be able to pass a fingerprint clearance, background check, including criminal history, personal references, employment and education verifications.
• Ability to perform under circumstances of possible emotional stress and conflicts dealing with difficult, uncooperative, and potentially aggressive clients as VOALA serves the neediest of the needy in our programs which may include clients with homelessness, mental‑illness, substance abuse, recently released from incarceration and other challenges.

Education:

• High School Diploma or Equivalent.

Experience:

• 2 years of office and/or clerical experience; coursework or a formal degree or certification in Business Administration or related discipline can be combined with relevant experience to meet the time requirement.

Preferred Qualifications:

• Knowledge of nutrition practices and allergy restrictions/food substitutions.
• Knowledge of CA driving laws.
• Promotes nutrition curriculum, activities, and initiatives.
• Bilingual English and Spanish (written and verbal).
• Associate of Arts degree in Business Administration or Management Science. (Years of experience may be substituted for the education requirement on a year-to-year basis.)

Equal Opportunity Employer

Volunteers of America is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected Veteran Status, or any other characteristic protected by applicable federal, state, or local law.

E-Verify Participation

This employer participates in E-Verify as required by the federal government and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. If E-Verify cannot confirm that you are authorized to work, this employer is required to give you written instructions and an opportunity to contact Department of Homeland Security (DHS) or Social Security Administration (SSA) so you can begin to resolve the issue before the employer can take any action against you, including terminating your employment.