Administrative Assistant II

VOALA; Los Angeles (CA); Hybrid; USD 67,449,000 - 70,919,000; Full time

Benefits offered by this job

Medical benefits

Dental benefits

Vision benefits

Retirement plan

Job summary

VOALA in Kentucky is seeking an Admin Assistant II to provide general office support, serve as receptionist, and screen calls. You will build cooperative relationships with staff, clients, vendors, and the public while performing filing and coordination tasks on-site.

The role requires strong organization, the ability to handle difficult situations with clients, and a fingerprint background check. Health and retirement benefits are provided.

Qualifications

• Must pass fingerprint background check and other verifications.
• Experience handling office tasks, filing, and client records.
• Ability to work with challenging clients and maintain composure.

Responsibilities

• Filing and assisting other office staff as needed.
• Prepare client and worker folders and general filing of records.
• Coordinate staff training and administrative events.
• Manage inventory and office supplies; monitor equipment.
• Schedule meetings, travel, and other activities.
• Answer calls, emails, and relay messages; maintain security awareness.

Skills

Five years of office and clerical exp

Bilingual in English and Spanish

Education

Associates Degree in Business Administration, Management, or related field

OR Three years of related experience

Tools

Access or Service Point software

California driver's license (preferred)

Job description

VOALA
Helping Our Most Vulnerable Change Their Life Stories

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 programs as well as drug and alcohol rehabilitation. Learn more at www.voala.org .

PAY RATE:

$23.51- $24.75Per Hour

BENEFITS:

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

JOB SUMMARY AND PURPOSE

The Admin Asst II 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 AND RESPONSIBILITIES

• 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.
• Maintain, track, and order inventory for office supplies.
• Monitor and maintain office equipment.
• Schedules and coordinates meetings, travel, and other group activities when required.
• Assumes additional responsibilities and performs special projects as needed.
• Answers telephone, e-mails, letters, and replies to questions accordingly.
• Take and relay messages.
• Monitor visitor access and maintain security awareness.
• Receive and sort mail and deliveries.
• Participates in organizational functions and maintains informational and/or operational records.
• Establishes and maintains cooperative and harmonious working relationships with program staff, workers, families of clients, business agencies, office vendors, and general public.
• Perform other duties as assigned.

ESSENTIAL ABILITY ACKNOWLEDGEMENT

Ability to work and deal 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.

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
• Prepare client and worker folders
• Restock supplies
• Receptionist for office
• Special projects
• 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:

• Associates Degree in Business Administration, Management, or related field;
• OR Three years of related experience.

EXPERIENCE:

• Five years of office and clerical experience

PREFERRED QUALIFICATIONS:

• Bachelor’s Degree in Business Administration, Management, or related field.
• Current California driver's license and clean driving record
• Access or Service Point software.
• Bilingual in English and Spanish (written and verbal).

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.

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.