Administrative Assistant

Posted: January 16, 2025

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Position Type

Full-Time Employee

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Salary Range

$22.00 - $24.00

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Job Description

JOB TITLE: Administrative Assistant

DEPARTMENT: Administration

STATUS: Full Time, Non-Exempt

TERM: 12 Month

REPORTS TO: Office Manager

HOURS PER WEEK: 40

POSITION SUMMARY:

Under the supervision of the Office Manager, this position is responsible for performing a variety of administrative and receptionist duties, providing detailed clerical support, and assisting with client services to support the organization’s operations.

DUTIES AND RESPONSIBILITIES:

• Welcomes visitors by greeting, directing, and announcing them appropriately.
• Maintains security by following procedures; monitoring visitor/client log; issuing badges.
• Answers, screens, routes telephone calls to the appropriate staff member or department.
• Prescreens all clients for program eligibility, if applicable.
• Provides information regarding the agency’s programs to walk-in clients and telephone callers.
• Answers and refers inquiries.
• Maintains employee and department directories.
• Maintains office security by following safety procedures and controlling access via reception desk.
• Prepares receipts for monies received by agency.
• Assists with a variety of administrative tasks including copying, emailing, note taking and other general clerical assistance, as needed.
• Receives, sorts, and delivers daily mail/courier deliveries.
• Manages reservations for meeting rooms and parking.
• Maintains continuity among teams by documenting and communicating actions, irregularities, and continuing needs.
• Performs other duties as directed by supervisor.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Excellent verbal and written communication, organization, time management and the ability to multitask to prioritize tasks.
• Maintain high level of confidentiality.
• Ability to be resourceful and proactive when challenging situations arise.
• Exceptional customer service skills and professional phone manner.
• Ability to meet attendance standards.
• Ability to follow policies and procedures.
• Develop professional working relationships with staff and clients from diverse backgrounds.
• Maintains professional attitude.
• Ability to operate office equipment (i.e., copier, calculator, postage meter, etc.).
• Ability to interface effectively in person and on the telephone with clients, callers, and staff in a professional manner.
• Ability to work with minimal supervision.
• Knowledgeable of the Southeast Los Angeles County community and resources, preferred.

EDUCATION AND EXPERIENCE:

• High-School diploma, or equivalent.
• Minimum of 2-3 years of reception/customer service experience.
• Experience in handling multiple-line telephone systems.
• Competency in Microsoft Outlook, Word and Excel, Internet Research.
• Bilingual (English/Spanish).

LICENSING/CERTIFICATION REQUIREMENTS:

• Some driving is required. Must provide own vehicle, valid California driver license and proof of full insurance coverage.
• Negative tuberculosis screen (required).
• We require the selected candidate to undergo a Live Scan (background check) during the hiring process.

PHYSICAL REQUIREMENTS:

• To perform this job, the individual must be able to carry out all essential functions satisfactorily.
• Reasonable accommodation may be provided to enable qualified individuals with disabilities to perform the essential functions of the job.
• Must be able to speak and hear clearly to communicate effectively.
• The job requires significant time sitting and frequently involves walking, standing, and bending. Occasionally, the employee may be required to stoop, kneel, crouch, or crawl.
• The employee must be able to lift and/or move up to 25 pounds independently.

Human Services Association is an Equal Opportunity Employer and is committed to providing equal employment opportunities to all individuals, regardless of race, color, religion, sex, gender identity, sexual orientation, age, national origin, disability, veteran status, or any other protected characteristic as defined by applicable federal, state, and local laws. As part of our hiring process, we conduct criminal background checks on all new hires using the Live Scan fingerprinting method, in compliance with applicable laws and regulations.

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Application Process

Thank you for your interest in Human Services Association.

To apply for this position, please click the button below, which will open a prepared email in your default email program. Simply attach your resume in .PDF or .DOC format to the email and click "send."

Resumes that are not in .PDF or .DOC format will not be considered. Please do not delete, change, or add more details to the email subject line.

If the position you are applying for has specific education, licensing, or certification requirements, please submit your unofficial transcripts and credentials alongside your resume.

If you experience difficulties sending your email via the button below, please send your resume to jobs@hsala.org and include 25AD1 Administrative Assistant in the subject line.

We will review your background, and if the role is a match to your skills and experience, we will reach out to you to discuss next steps.

Any questions regarding this position or the application process should be directed to Human Resources at jobs@hsala.org.

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