Program Assisstant - Outreach

LA Family Housing; Los Angeles (CA); On-site; USD 25,000 - 34,000; Full time

Job summary

LA Family Housing, a leading nonprofit in Homeless Services and Real Estate Development in Los Angeles, seeks a Program Assistant to provide essential administrative support to the Programs teams. You will handle confidential material, manage schedules, and ensure accurate documentation and timely communication.

The role requires strong English communication, basic IT skills (Excel/Word), and the ability to multi-task in a fast-paced environment while maintaining HIPAA safeguards and customer

Qualifications

• High School Diploma or GED required.
• At least 1 year of administrative/clerical experience required.

Responsibilities

• General office management.
• Tracks and submits reimbursements and payment requests to Finance.
• Assists with audit preparation as needed.
• Provides quality customer service at front desk and responds to information requests.
• General reception tasks including answering and directing phone calls.
• Supports staff with data entry and logging daily participant activity.
• Prepares HMIS reports and staff productivity updates.
• Reviews and reconciles vehicle/mileage logs for Outreach teams.
• Sorts mail and coordinates participant mail distribution.
• Schedules appointments and meetings as requested.
• Generates emails, memos, letters, and faxes.
• Assists in preparing regularly scheduled reports and meeting prep.
• Maintains program office supplies and orders as needed.
• Performs additional tasks and projects as assigned.

Skills

Fluent in English

Spanish preferred

Typing

Excel

Word

Verbal and written communication

Time management

Education

High School Diploma or GED

Tools

Excel

Word

Job description

Why Join Us

You believe that every person deserves a place to call home. You see that homelessness is a systemic issue and want to be a part of the solution. You are ready to utilize your talent, experience, and creativity towards purpose-driven work. You want to work alongside industry leaders to learn, implement, and pioneer best practices.

USD $21.85/Hr.

Why Join Us

You believe that every person deserves a place to call home. You see that homelessness is a systemic issue and want to be a part of the solution. You are ready to utilize your talent, experience, and creativity towards purpose-driven work. You want to work alongside industry leaders to learn, implement, and pioneer best practices.

LA Family Housing is a leading non-profit agency in Homeless Services and Real Estate Development. With 40 years of experience and 17,000+ people’s lives changed each year, we know what it takes to end homelessness. We take tremendous pride in the emergence of our staff as national leaders in innovation, best practices, and policy within housing production and homeless services. Join the fight to end homelessness and make a difference in people’s lives at LA Family Housing!

The Position

The Program Assistant is responsible for handling administrative responsibilities for LAFH’s Programs teams. Program Assistant duties and responsibilities involve providing administrative support to ensure efficient operation of the office, including but not limited to: preparing reports; supporting managers and employees through a variety of tasks related to organization and communication; and being responsible for confidential and time sensitive material. This role should be familiar with a variety of the field’s concepts, practices, and procedures, and have an ability to effectively communicate via phone and email, ensuring that all duties are completed accurately and delivered with high quality and in a timely manner. This position requires a high level of technological proficiency, organizational efficiency, and a willingness to be a member of a team. Multi-tasking while maintaining complex schedules and managing administrative support, is essential in this position. The Program Assistant should be resourceful, a good problem solver, and organized.

What You’ll Do

• General office management
• Tracks and submits reimbursements and payment requests to Finance
• Assists with audit preparation as needed
• Provides quality customer service to guests when covering the front desk, and responds to questions and requests for information
• General reception tasks, including answering and directing phone calls, relaying messages when necessary
• Supports staff with data entry by tracking all daily participant activity logs and
• Provides updates and reconciliation as needed of staff self-reported productivity from daily logs and generated Homeless Management Information System (HMIS) reports
• Reviews and reconciles all vehicle/mileage logs for the LAFH vehicles assigned to LAFH Outreach Teams
• Sorts mail of Outreach participants and coordinating with Outreach staff for participant mail distribution.
• Organizes and schedules appointments and meetings as requested
• Generates email, correspondence memos, letters, and faxes
• Assists in the preparation of regularly scheduled reports as needed
• Supports staff with meeting preparation
• Maintains program office supplies and orders additional supplies as needed
• Additional tasks, projects, and responsibilities as assigned by supervisor

What You’re Skilled At

• Fluent in English required; fluent in Spanish preferred
• Typing, numeric keypad, and computer skills (e.g. Excel, Word)
• Excellent verbal and written communication skills; strong organizational skills
• Ability to manage time effectively and meet deadlines
• Team player with customer service orientation

Other

• Maintain and execute confidential information according to HIPAA standards
• Obtain and maintain CPR/First Aid Certification
• Ability to pass post-offer Tuberculosis (TB) clearances
• Travel is not a regular duty for this position but may be needed occasionally
• Ability to work a 9/80 work schedule

Experience

• High School Diploma or GED
• At least one (1) years of administrative/clerical experience

What We Offer

Health, Dental, Vision, Life Insurance, 403B Retirement Plan, 529 Education Savings Plan, Long Term Disability, Employee Assistance Program, Flexible Spending Accounts (FSA), Legal Access Plan, Employee Appreciation Program, Company Sponsored Employee Events, Staff Development, 9/80 Alternative Work Schedule, Paid Sick, Vacation and 13 Observed Holidays, Public Service Loan Forgiveness Program Eligibility and more!

Physical Demands, Environmental Conditions, Equipment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Potential physical demands include but are not limited to: walking, climbing stairs, handling, finger/grasp/feel objects and equipment, reaching, communicating, being mobile, repetitive motions, visual activity, driving, and entering buildings. Comfortable working in a pet-friendly environment required. If an accommodation is needed, please inform the Human Resources Department.

Equal Employment Opportunity

LAFH is committed and proud to provide equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran.

Fair Chance Act

LA Family Housing will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if LA Family Housing is concerned about conviction that is directly related to the job, you will be given the chance to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting the California Department of Fair Employment and Housing’s Fair Chance Act webpage.