Administrative Assistant

Job Description

Job Description

About Us:

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 program as well as drug and alcohol rehabilitation. Learn more at

PAY RATE: $20.70 - $21.79 Per Hour

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

JOB SUMMARY AND PURPOSE

The Admin Asst I 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

General office duties

• 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.
• Participate and assist in organizational functions and events.
• Database entry as directed.
• Orders office supplies, type, create, and mail correspondence.

Receptionist duties

• Answers telephone, e-mails, and replies to questions accordingly.
• Maintains informational and/or operational documents.
• Establishes and maintains cooperative and harmonious working relationships with program staff, workers, families of clients, business agencies, office vendors, and general public

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
• General filing
• Prepare client and worker folders
• Restock supplies
• Receptionist for office
• Assists with service hour billing
• 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
• Must meet Funder Approval
• Current TB screening and Immunization Records (within 5 days of hire)
• Copy of Current Professional License (if applicable)
• Current BLS Certification (within 15 days of hire)
• Completion of all required trainings (within 30 days of hire)
• 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:

• High School Diploma or GED

EXPERIENCE:

• 2 years of office and/or clerical experience; coursework or a formal degree or certification in Business Administration or related discipline can be combined with relevant experience to meet the time requirement.

ESSENTIAL FUNCTIONS:

• General filing
• Prepare client and worker folders
• Restock supplies
• Receptionist for office
• Assists with service hour billing
• Coordinates staff training and administrative events
• Other duties as required and may be subject to change

PREFERRED QUALIFICATIONS:

• Working towards a Bachelor’s Degree in Business Administration, Management, or related field.
• 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.