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Job ID: 339864771

Job Description

POSITION: Administrative Assistant

DIVISION: Real Estate Development

LOCATION: North Hollywood, CA

HIRING RATE: $22.28/hourly

SUMMARY OF THE ORGANIZATION

LA Family Housing is a leader in homeless services and affordable housing development in Los Angeles. We believe that everyone deserves the dignity of a home and we are invested in innovative solutions to ensure their long-term stability. With over 35 years of experience, we know what works to end homelessness in people’s lives: an individualized approach that combines housing options with supportive services. Our commitment to best practice impacts 11,000+ people each year, and our community-based approach allows us to influence how homelessness is addressed in Los Angeles and nationwide. Our growing portfolio of 26+ properties enables vulnerable groups access to permanent homes, and our services help them overcome their barriers to overall well-being.

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. From presenting at national conferences to facilitating service collaboration among providers in other regions, we equip our industry to effectively respond to homelessness and ultimately move more people home, together. Join the fight to end homelessness and make a difference in people’s lives at LA Family Housing!

SUMMARY OF RESPONSIBILITIES

The Administrative Assistant is responsible for handling administrative support, mail, office and check coordination supplies and customer service for LAFH’s main campus. This position requires a high level of independent management, technology proficiency, effective time management, customer service and record keeping. Administrative Assistant’s duties and responsibilities involve providing administrative support to ensure efficient operation of the office, including but not limited to: providing customer service to guests; sorting mail; ordering office supplies and maintaining community work spaces; coordinating meeting spaces; supporting managers and employees through a variety of tasks related to organization and communication; and being responsible for confidential and time sensitive material.

SPECIFIC DUTIES

Administrative Support & Customer Service

  • Basic administrative duties such as filing (hard copy and electronic), copying, faxing, scanning, mailing, data entry and management and answering the phone
  • Creates and updates spreadsheets, filers, reports, and other documents as requested
  • Oversees systems for management, including contract administration, and preparing requested correspondences to stakeholders
  • Supports Executives with purchasing orders
  • Prepares and processes expense reports
  • Responsible for scheduling meetings and facility usage for designated locations
  • Assists staff with FAQ’s
  • Provides customer services to staff, participants, landlords during exchanges
  • Pick up and deliver food orders and drop of mail packages
  • Conducts research for special projects as requested
  • Supports with inbox management to ensure timely correspondence with internal and external stakeholders
  • Supports compilation of needed documents for tours and meetings

Mail Orders & Package Delivery

  • Sorts mail and packages for employees and program participants at designated locations
  • Coordinates the mail delivery process for incoming and outgoing mail
  • Ensures record keeping of delivered mail to staff and participants

Office Supplies

  • Coordinates the purchase, assortment and delivery of staff office supplies at designated locations
  • Responsible for maintaining supplies for copy rooms, break room and printer
  • Responsible for scheduling maintenance orders for the printers when needed
  • Submits purchasing orders to Finance

Check Coordination

  • Ensures appropriate notification, correspondence and sign out of check deliveries

Other

  • Additional tasks, projects, and responsibilities as assigned by supervisor
  • Provides back-up support to other administrative assistants as needed

ACCOUNTABILITY AND REVIEW

Position Reports To: Chief Real Estate Officer

Performance Review: Annual

DIRECT REPORTS

Number of employees receiving work direction: Zero (0)

Position titles reporting to position: Zero (0)

MINIMUM QUALIFICATIONS

KNOWLEDGE AND SKILLS

  • Exceptional organizational and time management skills, with strong attention to detail
  • Ability to develop and maintain effective working relationships with staff and stakeholders
  • Self-starter capable of working independently, as well as in a team environment
  • Experience with Salesforce or other CRM systems (e.g., Raiser’s Edge) preferred
  • Fluent in English required; bilingual, English-Spanish a plus
  • Typing, numeric keypad, and computer skills (e.g. Excel, Word)
  • Ability to work independently and be a self-starter
  • Excellent written, oral and interpersonal communication skills
  • Strong organizational and time management skills
  • Excellent customer service skills with a can-do attitude
  • Ability to effectively operate computers, technology and office machines (Outlook, Printer, Microsoft office, MS Teams, NetSuite)
  • Demonstrate analytical, trouble-shooting and problem-solving skills
  • Ability to identify issues, obstacles, and opportunities and then develop and implement effective solutions
  • Ability to lift at least 25 lbs
  • Maintain and execute confidential information according to HIPAA standards
  • Obtain and maintain CPR/First Aid Certification
  • Ability to pass post-offer Tuberculosis (TB) clearances
  • Use of a personal vehicle to travel between worksites and other locations is required
  • Must have and maintain a valid California Driver’s License and auto insurance in good standing
  • Ability to work a 9/80 work schedule (9-hour workdays, with every other Friday off)

EDUCATION AND EXPERIENCE

  • High School Diploma required; Associate degree preferred
  • Two (2) years of administrative/clerical experience required

EMPLOYMENT CLASSIFICATION

FLSA STATUS: Non-Exempt

PAYROLL STATUS: Hourly

WORK SCHEDULE: Full-time

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 job functions. Employee may be in contact with individuals and families in crisis who may be ill, using substances, and/or not be attentive to personal health and safety for themselves. The employee may experience a number of unpleasant sensory demands associated with the client’s use of alcohol and drugs, and the lack of personal care. The employee must be ready to respond quickly and effectively to many types of situations, including crisis situations and potentially hostile situations. Employee is required to:

Walk and climb stairs; Handle, finger, grasp, and feel objects and equipment; Reach with hands and arms; Communicate, receive, and exchange ideas and information by means of the spoken and written word; Be mobile by moving oneself from place to place quickly and easily; Repeat various motions with the wrists, hands, and fingers; Be able to have visual activity for (including, but not limited to) administrative and clerical tasks; Drive personal vehicle in and around Los Angeles County; Be able to enter various buildings that may require climbing stairs; Be subjected to outside environmental conditions; Use a personal and/or laptop computer, and copy, postage and fax machines. Complete all required forms in personal writing.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. If you require an accommodation, please make sure to inform the Human Resources Department by the first week of employment. If an accommodation is not required at the time of employment, but is later required, you must inform the Human Resources Department of the need for accommodation at the time it is needed.

WHAT WE OFFER:

Health & Insurance

  • Blue Shield of California Health options: TRIO Medical, SAVENET Medical, FULL Medical and PPO Medical • Kaiser HMO Plan (fully paid for by LAFH)
  • Dental options: Delta Dental PPO and Delta Dental HMO (DHMO-fully paid for by LAFH)
  • Vision option: Humana (fully paid for by LAFH)
  • Life options: Fully sponsored by LAFH, Life and Accidental Death and Dismemberment (AD & D) base plan
  • Voluntary Life options: several options with Reliance Standard and AFLAC
  • Long Term Disability (LTD) option (fully paid for by LAFH)
  • Transamerica Policies: Hospital Indemnity, Disability, Accident, and many others

Financial

  • Competitive Market Rate Salary
  • Public Service Loan Forgiveness Program eligibility by working at LAFH
  • Retirement Plan options: 403B or ROTH IRA with a 1% employer contribution
  • Education Savings Plan: 529 Education Savings Plan
  • AFLAC Flexible Spending Accounts (FSA): Unreimbursed medical and Dependent Care options
  • Legal Policy option: AFLAC Legal policy

Vacation & Time Off

  • Every other Friday for eligible employee through an alternative workweek schedule (9/80)
  • Paid Holiday Benefits (13 Observed Holidays per Year)
  • Paid Sick Benefit (12 days, with a self-care provision)
  • Paid Vacation Benefit (12 days to start, tenure-based increase)

Leave of Absences

  • Family Medical Leave of Absence
  • Maternity & Paternity Leave
  • Military Leaves
  • Jury Duty

Staff Development

  • LA Family’s Housing Provision of $750 in a professional staff development fund available to eligible employees
  • Two Employee Assistance Programs (fully paid for by LAFH)
  • Employee Appreciation Program: Peer-Based Employee of the Month Program with opportunity for two employees to be elected
  • Paid clinical hours for eligible employees seeking licensure
  • Wellness Initiatives
  • Cross Functional Training Opportunities
  • Company Sponsored Events

TOTAL REWARDS COMPENSATION PHILOSOPHY

LA Family Housing provides a Total Rewards Compensation Philosophy that includes Comprehensive benefits, Industry leading cash compensation opportunities, Recognition of employee performance, Staff development resources, and Commitment to employee wellness. The salary listed on this job description is reflective of our compensation structure and is a firm amount. Future increases are performance-based.

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.

Travel Required
Yes. None

Qualifications

Education

Required
  High School or better.

Experience

Required
  2 years: Administrative/clerical experience required
LA Family Housing
Benefits
16
Open Jobs
33
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