Administrative Assistant

Admin Asst I

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.

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
• 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

• High School Diploma or Equivalent

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

Preferred qualifications

• Knowledge of nutrition practices and allergy restrictions/food substitutions.
• Knowledge of CA driving laws.
• Promotes nutrition curriculum, activities, and initiatives.
• Bilingual English and Spanish (written and verbal).
• Associate of Arts degree in Business Administration or Management Science. (Years of experience may be substituted for the education requirement on a year-to-year basis.)