Administrative Assistant

Children's Institute; Los Angeles (CA); On-site; USD 27,000 - 31,000; Full time

Benefits offered by this job

Paid PTO

401k/403b retirement plan

Tuition reimbursement

Health insurance

Dental insurance

Vision insurance

Professional development

Team events

Job summary

Children's Institute in Los Angeles, CA seeks an IT Administrative Assistant to provide routine clerical and administrative support for multiple departments. You will manage data entry, prepare reports, handle mail and receptionist duties, and assist with basic IT support and troubleshooting requests.

The role requires at least one year of experience, a high school diploma, and strong organizational skills.

Qualifications

• One year of administrative/clerical experience.
• High school diploma or GED required.
• Valid driver's license and state-required auto insurance.
• Some travel may be required.
• Spanish/English bilingual preferred.
• Excellent data entry skills.
• Ability to multi-task.
• Extremely organized.
• Ability to handle confidential information.
• Maintains patient privacy and PHI as required.

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, files program/department/personnel/client documents; copies, sorts, faxes, collates and retrieves documents.
• Acts as receptionist for department; greets visitors and directs calls; assists in facilities management and scheduling.
• Maintains calendars and schedules appointments; coordinates conference/training rooms.
• Supports front office reception area as needed.
• Act as the primary liaison between IT and Finance to coordinate invoices and payments.
• Receive inquiries from end-users; assign helpdesk tickets and provide basic troubleshooting.

Skills

Office 365

Data entry

Multi-tasking

Organization

Communication

Spanish/English bilingual

Education

High school diploma or GED

Tools

Office 365

Accounting software

Database software

Finance Edge

Job description

Provides routine clerical and administrative support.

DUTIES

Summary

Provides routine clerical and administrative support.

Essential Duties

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• 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.

IT Administrative Assistant

• 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.

Additional Duties

• Other duties and special projects as assigned.

Supervisory Responsibilities

• This job has no supervisory responsibilities.

Qualifications

EDUCATION & EXPERIENCE

• One year of administrative/clerical experience.
• High school diploma or general education degree (GED) required.

Other Qualifications

• Possesses a valid driver's license and state-required auto insurance.
• This position may require some travel.
• Spanish / English bilingual preferred.
• 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.

CERTIFICATES, LICENSES, REGISTRATIONS

• None required.

Computer Skills

• Must have intermediate knowledge of Office 365 programs in a Windows environment.
• Accounting software
• Database software
• Finance Edge

Vision Requirements

• No special vision requirements.

NOISE LEVEL

• Moderate noise

Required Training

• New Hire Orientation
• AB-1343: Sexual Harassment Prevention training
• Mandated Reporter

Compensation

$19.47 USD - $22.85 USD
In accordance with California law, the expected pay range for this position is included in this posting. The actual compensation will be determined based on factors permitted by law. New hires will be offered a salary at the starting point of the range to maintain internal inequity and allow opportunity for future salary growth. CII salaries are determined based on comprehensive internal and external market analysis, as well as the skills, education, and experience relevant to each position.

Benefits

• Generous paid PTO, plus 10 paid holidays and CII is closed between Christmas and New Year
• Excellent medical, dental, and vision insurance for eligible employees and qualified dependents
• 403b Retirement Plan with employer contribution for eligible employees
• Up to $4,500 in tuition reimbursement per calendar year
• Eligible for the Public Service Loan Forgiveness program
• Flexible Spending Account (FSA) & Health Savings Account (HSA)
• Employer paid Life and AD&D Insurance
• Voluntary Supplemental Insurance
• Opportunity for growth & advancement
• Professional development & continued training
• Team building & bonding through company sponsored events & activities

Contingencies

• Influenza immunization or declination
• COVID-19, MMR and Tdap immunizations
• Education verification
• Reference check
• Background fingerprint clearance (FBI, DOJ, CACI) conducted by the California Department of Social Services
• Drug and alcohol screening
• Tuberculosis screening