Administrative Assistant

Title: Administrative Assistant
Department: Interim Housing
Reports to: Senior Director
Site: Kensington Campus, 45244 32nd St West, Lancaster, CA 93536
Schedule: Monday-Friday, 8am-4:30pm
Status: Full-Time, Non-Exempt, Non-Management
Benefits: Medical,Dental, Vision, Retirement Planning (403b), Employee Assistance Program (EAP), etc. 

Summary

The Administrative Assistant is responsible for providing professional administrative support to the Kensington site director and management team to ensure organized, efficient and professional operations at the Kensington campus. The Administrative Assistant possesses the necessary skills to work effectively with site leadership, staff, clients and all community stakeholders to accomplish the strategic goals of the program.

Essential Duties and Responsibilities 
1. Provide administrative support to the site director and lead staff, including but not limited to calendar management, mail processing, telephones.
2. Serve as the Receptionist, ensuring the front desk is adequately staffed so that calls, visitors, mail and deliveries are handled correctly, and that all associated duties are performed appropriately including scheduling conference rooms, maintaining the cleanliness of kitchen/staff break room, and receiving donations, etc.
3. Ensure office supplies, meeting supplies, and program supplies are ordered, tracked, receivedand stored appropriately.
4. Coordinate meetings, materials preparation, and room set-up and issue resolution.
5. Assist in ensuring the cleanliness of the office and other service areas.
6. Assist with special projects, staff training, and other general office tasks as needed or assigned.
7. Serve as the first point of contact for the site/project - greet and assist clients, visitors, donors, etc. and direct or refer them to the appropriate staff.
8. Ensure common work stations are stocked and equipment is in working order (copiers, coffee, phones, etc.)
9. Maintain a positive, friendly attitude and general helpfulness towards all visitors, staff, and clients
10. Maintain a safe work environment and confidentiality at all times
11. Be proactive, creative, and flexible in determining, evaluating, researching, and resolving issues
12. Organize and prioritize multiple activities to meet all external and internal deadlines
13. Maintain professional demeanor that reflects positively on the agency
14. Demonstrate respect and courtesy toward others
15. Able to thrive in a work environment emphasizing teamwork and collaboration
16. Respond promptly in all aspects of communication
17. Work with minimum supervision
18. Perform other duties as assigned

 
Qualifications
1. Bachelor's degree required or a minimum of 3 years' experience working in a social service organization or nonprofit
2. Minimum of three years' experience working in executive administrative or office management roles required;
3. Demonstrated proficiency in Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint) required;
4. Demonstrated client service orientation, with credibility, integrity, and a positive attitude; exhibit a calm, mature nature when interacting with agitated or upset clients and handling client grievances;
5. Exhibit a high degree of professionalism, business judgment, tact, and diplomacy; able to
maintain strict confidentiality;
6. Able to be precise, thorough, and detail-oriented, with excellent time management and organizational skills;
7. Able to self-start, work independently and achieve high standards to meet multiple deadlines, while also working effectively with others in a team-oriented environment;
8. Excellent communication skills including writing, speaking, editing, proofreading and computer skills, with great attention to detail and excellent problem-solving skills;
9. Strong calendaring, organizational and document management skills;
10. Able to develop and maintain strong relationships with clients, management, staff, donors and community members.

Preferred Qualifications
1. Comfortable working with individuals experiencing homelessness, domestic violence, living with mental illness and/or substance addictions
2. Previous management experience.
3. Minimum 40 WPM typing speed
4. Bilingual Spanish

Work Environment
1. Combination of field and office environment
2. Regularly required to sit, stand, bend; occasionally lift or carry up to 35 lbs.
3. On occasion walk or drive to different local sites
4. Will necessitate working in busy and loud environments
5. Will be exposed to elements like cold, heat, dust, noise and odor
6. May need to bend, stoop, twist and sit throughout the day