ADMINISTRATIVE ASSISTANT

A-Community-of-Friends; Veterans Administration (CA); On-site; USD 42,000 - 58,000; Full time

Job summary

A-Community-of-Friends is seeking an Administrative Assistant I to provide efficient office support and serve as the first point of contact for visitors, tenants, and housing seekers. The role includes answering calls, routing inquiries, managing mail, tracking supplies, and coordinating with building management.

The position requires 3–5 years in an office setting, strong MS Office skills, and the ability to lift 25 lbs. California driver’s license and vehicle access are required.

Qualifications

• High School Diploma or GED required.
• 3–5 years of office experience.
• 3 years using Word, Excel and Outlook.
• 2 years creating office correspondence.
• Valid California Driver License and access to a vehicle.

Responsibilities

• Provide clerical office support including typing, filing, and creating documents.
• Greet and direct visitors and provide housing information as needed.
• Maintain voicemail, mail, and supplies inventory.
• Process trouble tickets and coordinate service calls.
• Set up and clean up for meetings and luncheons.
• Maintain directories, calendars, and organizational charts.

Skills

Clerical support

Microsoft Office

Word processing

Excel

Outlook

Phone handling

Visitor coordination

Education

High School diploma or GED

Tools

MS Office Suite

Google Docs

Canva

PowerPoint

Job description

Description

As a member of the Administration Department, the Administrative Assistant I will provide efficient and timely support of the office operations to enhance the work of the organization. This position serves as the first point of contact for visitors, tenants and/or persons seeking housing. The Administrative Assistant will answer and route calls, guide visitors to the appropriate parties, field interdepartmental communications, and perform office tasks. In addition, they will issue and track company cell phones to employees. They will answer emails, process and distribute mail, requisition of supplies, receive, submit and track trouble reports; as well as additional clerical duties as assigned by the Senior Manager of Administration.

• Provide general clerical office support for staff members which includes typing, filing, and creation of correspondence and spreadsheets.
• Greet and direct visitors to the appropriate parties and provide housing information to visitors.
• Maintain voicemail systems; such as directory and greetings.
• Assists in the ordering, receiving, stocking and distribution of office supplies.
• Maintain and routes mail including coordination of pick-up and delivery of express mail services.
• Ensure that the community office areas are well-maintained and organized.
• Assist with set-up and clean-up for meetings and luncheons.
• Trouble shoot on non-functional office equipment.
• Serve as liaison with Building and Parking Management.
• Maintain and distribute parking validations and issue parking cards.
• Conduct and maintain inventory for the main office and satellite offices.
• Issue company cell phones, maintain billing, and update cell phone matrix
• Create new hire E-Binders.
• Process Trouble Tickets, Move / Add / Change Forms and follow up on service calls
• Update directories, calendars, and organizational charts.
• Other duties as assigned.

Requirements

Basic Qualifications:

• High School Diploma or GED.
• Three (3) to five (5) years’ experience working in an office environment.
• Three (3) years’ using Microsoft Office Suite programs, Word, Excel and Outlook.
• Two (2) years creating office correspondence.
• Ability to lift 25 lbs.
• Valid California Driver License.
• Access to a personal vehicle to be used to conduct ACOF business.
• Ability to meet California minimum and ACOF insurance requirements.
• Ability to pass background check including Live scan fingerprinting.

Preferred Qualifications:

• Excellent verbal and written communication skills.
• Five (5) plus years’ experience working in an office environment.
• Four (4) plus years’ using MS Office Suite programs - Word, Excel, PowerPoint, and Outlook.
• Google Docs experience preferred.
• Experience with Canva preferred.
• Experience identifying and tracking deadlines.
• Ability to organize own work, coordinate projects, set priorities, meet, and track deadlines and follow up on assignments with minimum direction.
• One (1) year experience working in an affordable housing environment.
• Sound judgment, excellent problem-solving skills.
• Ability to interact with a variety of internal and external individuals
• Ability to prioritize and manage multiple projects simultaneously.
• Strict adherence to confidentiality of sensitive information.
• Bilingual – English/Spanish preferred.