Assistant - Administration

Summary
The mission of the Downtown Women\'s Center (DWC) is to end homelessness for women in greater Los Angeles through housing, wellness and advocacy. DWC envisions a Los Angeles with every woman housed and on a path to personal stability. Founded in 1978, DWC was the first organization to exclusively serve women on Los Angeles\' Skid Row. The Assistant, Office Administration position is responsible for overall front office activities, including the reception area, mail, large purchasing requests, facilities support, and operations support. In addition to typing, filing and scheduling, this role performs duties such as coordination of meetings and conferences, obtaining supplies, coordinating direct mailings, and working on special projects. The ideal candidate also answers non-routine correspondence and assembles highly confidential and sensitive information. This position will interact with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize, and organize a diversified workload.
Essential Functions

• Manages the reception area to greet visitors and oversee the agency\'s main phone line as the first point of contact for the organization.
• Responds to regularly occurring requests for information received via voicemail, email, or phone in a timely manner within 24-48 hours.
• Provides clerical support including email correspondence, mailing, filing, copying, scanning, data entry, faxing, collating, etc.
• Processes all incoming and outgoing mail, which includes, but is not limited to maintaining and routing publications, coordinating express mail services (FedEx, UPS, etc.), verifying package pick-up for staff, and supporting the Programs Department with verifying package pick-up for participants.
• Completes monthly expense reports and credit card reconciliations on behalf of departments under the Operations Unit as requested.
• Serve as a key point of contact between the organization and third-party vendors and suppliers. This includes but is not limited to coordinating and site visits, including preparing necessary documentation, arranging access, and supporting on-site logistics.
• Process, track, and reconcile vendor invoices under the Operations Unit, ensuring accuracy and compliance with company policies and finance deadlines.
• Participates as needed in special department projects, including, but not limited to support with research, office signage for all agency sites, submitting maintenance requests, facilitation of presentations, meeting materials preparations, clerical duties, and technical support.
• Processes parking requests for approved staff guests, funders, and board members.
• Supports with appointment scheduling for Operations Unit leadership and DWC staff as needed.
• Travels between various DWC locations as needed to support office management needs.
• Provides back-up coverage for the department as needed which may include minimal support with I.T. equipment related issues.
• Assists in the ordering, receiving, inventory, and distribution of general office supplies, and supplies for special projects including but not limited to those related to building and staff safety.
• Support in the maintenance and stocking of building common spaces (i.e., reception area, admin supply closet, staff kitchens, mailbox area, break rooms, conference and meeting rooms, copy machine etc.)
• Participates, as needed, in special agency committees and taskforces to serve as a representative of the Administration Department.
• Other duties as assigned to support the mission of the organization.

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Competencies

• Communication Proficiency
• Organization Skills
• Time Management
• Customer Skills
• Decision Making
• Collaboration Skills
• Attention to Detail
• Flexibility
• Critical Thinking Skills
• Technical Capacity

Supervisory Responsibility
This position does not have supervisory responsibilities.
Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing the duties of this job, the employee is regularly required to talk and hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. Specific vision abilities required by this job include close vision and ability to adjust focus. This would require the ability to lift files, open filing cabinets and bend or stand on a stool as necessary. This position requires the ability to occasionally lift office products and supplies, up to 30 pounds.
Position Type and Expected Hours of Work
This is a full-time, non-exempt position. Days and hours of work are Monday through Friday, 8:30am,-5:00pm.
Travel
Weekly travel between DWC building sites and rare travel to local vendors and off-site events is a requirement for this position.
Work Location:
This is an on-site position. Requests to telecommute on an emergency or ad-hoc basis will be approved or denied based on the agency\'s business need in accordance with DWC\'s telecommuting policy.
Required Education and Experience

• High School Diploma, GED, AA, or Bachelor\'s degree preferred.
• At least 2-3 years in a clerical or administrative role, or relative administrative experience.

Required Knowledge/Skills/Position Qualifications

• Work and/or volunteer experience in a direct service agency preferred.
• Proven attention to detail and demonstrated ability to manage multiple priorities required.
• Excellent written and verbal communication skills required; proven ability to communicate with diverse audiences including, but not limited to various levels of staff, clients, donors, vendors, and members of the public.
• Excellent organizational skills.
• Ability to type approximately 40 words per minute preferred.
• Excellent customer service skills required.
• Current valid California state driver\'s license, comprehensive insurance, and good driving record
• Strong problem-solving and critical thinking ability.
• High degree of proficiency in-office procedures, keyboarding, office equipment, maintenance, business machines operation (computers, fax, copiers, etc.) & computer software programs required.
• Strong administrative skills and proficiency in Microsoft Office Suite (MS Word, MS Excel, MS PowerPoint, MS Outlook) and comfort with learning new applications as required.
• Comfort and experience interfacing with various levels of staff and management, while working in a fast-paced environment.
• Must be able to work well independently and as part of a team.
• Cultural humility.
• Must be a CA resident and live no more than 80 miles from DWC; must be available for in-person meetings at DWC.
• Must provide documentation of a negative TB test result within the last twelve months, on first day of hire.

Pay Range
$25.25/hourly
Work Authorization/Security Clearance
Being authorized to work in the U.S. is a precondition of employment. DWC does not sponsor employment visas, such as H-1B.
Fair Chance Act Statement
Downtown Women\'s Center 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 Downtown Women\'s Center 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 Civil Right\'s Department Fair Chance Act webpage.
Downtown Women\'s Center provides equal employment opportunities (EEO) to all employees and applicants and actively seeks candidates who reflect the rich diversity of the communities that we serve. We are committed to a work environment that embraces and promotes individuality and inclusion. We believe that diversity and inclusion of varied perspectives, backgrounds, and life experiences are essential to our organization\'s effectiveness, and allow us to serve our clients in the respectful, responsive, and understanding way that they deserve. We define diversity in broad terms to include race, ethnicity, age, gender, religion, sexual orientation, gender identity and expression, mental or physical disability, marital status, pregnancy, military and veteran status, medical condition, geography, socio-economic status, and other unique attributes that make us who we are.
Downtown Women\'s Center complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.