Administrative Assistant

Children's Institute, Inc.; Los Angeles (CA); On-site; USD 26,000 - 30,000; Full time

Benefits offered by this job

Generous PTO

Paid holidays

Medical, dental, and vision insurance

403b Retirement Plan

Tuition reimbursement

FSA / HSA

Life and AD&D Insurance

Professional development

Team events

Job summary

Children's Institute, Inc. is seeking an IT Administrative Assistant who will provide routine clerical and administrative support within a busy office. The role requires accurate data entry, calendar management, and effective reception duties for the department.

The position emphasizes organization, confidentiality, and collaboration across IT, Finance, and external vendors, with occasional travel and a strong focus on service quality.

Qualifications

• One year of administrative/clerical experience.
• Spanish/English bilingual preferred.
• Valid driver's license and auto insurance; travel may be required.

Responsibilities

• Provides routine clerical and administrative support.
• Prepares routine correspondence, forms, and reports using word processing/spreadsheet software.
• Enters data into the computer and ensures accuracy and completeness; prepares and distributes routine reports.
• Sets up and files program/department/personnel/client documents; handles mail and document circulation.
• Acts as receptionist for department, greets visitors, answers calls, and coordinates scheduling.
• Maintains calendars and notifies relevant parties of appointments.
• Supports front office reception and assists facilities operations as needed.
• Lollows up on service requests and coordinates with vendors for repairs.

Skills

Data entry

Multitasking

Organization

Communication

Problem solving

Confidentiality

Teamwork

Punctuality

Education

High school diploma or GED

Tools

Office 365

Windows

Accounting software

Database software

Finance Edge

Job description

Provides routine clerical and administrative support.DUTIESSUMMARYProvides routine clerical and administrative support.ESSENTIAL DUTIESTo 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 AssistantAct 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 DUTIESOther duties and special projects as assigned.SUPERVISORY RESPONSIBILITIESThis job has no supervisory responsibilities.QUALIFICATIONSEDUCATION & EXPERIENCEOne year of administrative/clerical experience.High school diploma or general education degree (GED) required.OTHER QUALIFICATIONSPossesses a valid driver's license and state-required auto insurance.This position may require some travel.Spanish / English bilingual preferred.Excellent data entry skillsAbility 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 responsibilitiesSensitivity to service population’s cultural and socioeconomic characteristics.Excellent verbal and written communication skills.Punctual and dependable attendance.CERTIFICATES, LICENSES, REGISTRATIONSNone required.COMPUTER SKILLSMust have intermediate knowledge of Office 365 programs in a Windows environment.Accounting softwareDatabase softwareFinance EdgeVISION REQUIREMENTSNo special vision requirements.NOISE LEVELModerate noiseREQUIRED TRAININGNew Hire OrientationAB-1343: Sexual Harassment Prevention trainingMandated ReporterCOMPENSATION:$19.47 USD - $22.85 USDIn 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 YearExcellent medical, dental, and vision insurance for eligible employees and qualified dependents403b Retirement Plan with employer contribution for eligible employeesUp to $4,500 in tuition reimbursement per calendar yearEligible for the Public Service Loan Forgiveness programFlexible Spending Account (FSA) & Health Savings Account (HSA)Employer paid Life and AD&D InsuranceVoluntary Supplemental InsuranceOpportunity for growth & advancementProfessional development & continued trainingTeam building & bonding through company sponsored events & activitiesCONTINGENCIES:Influenza immunization or declinationCOVID-19, MMR and Tdap immunizationsEducation verificationReference checkBackground fingerprint clearance (FBI, DOJ, CACI) conducted by the California Department of Social ServicesDrug and alcohol screeningTuberculosis screening