Administrative Assistant - Housing

Company Description

Background

Since 1976, St. Joseph Center has been meeting the needs of low-income and homeless individuals and families in Venice, Santa Monica, Mar Vista, and surrounding communities.  The Center is a 501(c)(3) nonprofit community organization that assists people without regard for religious affiliation or lack thereof through comprehensive case management and integrated social service programs.  The Center enjoys broad-based community support as well as a sponsored relationship with its founders, the Sisters of St. Joseph of Carondelet.  St. Joseph Center serves approximately 6,000 individuals annually.

Brief Description of Principal Activities

Multifaceted intervention, prevention, and education services are carried out at four sites on the Westside of Los Angeles.  St. Joseph Center’s integrated programs provide clients with concentrated and coordinated access to services according to the nature of their needs.

Job Description

Job Summary

The administrative assistant works as a team member with several social service professional and paraprofessional staff performing administrative duties and provides support to program staff.    

ESSENTIAL DUTIES & RESPONSIBILITIES

The Administrative Assistant’s key areas of responsibility and duties include: 

Essential Duties:

• Performs general clerical duties to include, but not limited to computer, photocopying, faxing, mail, and filing
• Handles telephone and e-mail inquiries, responding as appropriate
• Creates and modifies documents using Microsoft Office
• Interacts with staff members and visitors
• Performs data entry tasks as assigned
• Answers calls placed at main number and email from internal/external providers
• Addresses client needs as needed in the main office by answering questions or redirecting to appropriate staff (i.e. payee, supervisor, case manager)
• Processes supply orders for various programs
• Manages vehicle calendar(s)
• Tracks usage of CSS funds and submits for reimbursement
• Maintain S+C charts: Annually update paperwork, incomes updates, monitoring submission of service match forms, filing service match forms in client charts  

Other duties and responsibilities may be assigned. The duties and responsibilities listed are designed to provide typical examples of the work performed; not all duties and responsibilities assigned are included here, nor is it expected that all similar positions will be assigned every duty and responsibility.

Qualifications

Knowledge, Skills & Abilities:

• Must be highly motivated and a self-starter.  The ability to communicate with and relate to a diverse group of people including clients, community, and other staff.  Must have excellent organizational skills and the capability to work in a fast paced environment
• Demonstrated ability to set priorities and meet deadlines while producing high quality work
• Professional demeanor and ability to interact with various personalities, displaying a good-natured, cooperative attitude
• Meticulous organizational skills, keen attention to detail, and good written and verbal communication skills
• Knowledge and use of computers and software including but not limited to Excel and Word.

Experience:

• Prior administrative assistant experience is a plus

Education:

• High School Diploma

Direct Reports:

This position has no direct supervisory responsibilities

Computer Skills:

• Strong proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook)
• Ability to use widely supported internet browsers.

Certificates, Licenses and Registrations:

• Valid California Class C Driver License or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions.
• Valid automobile liability insurance.

Travel Requirements:

•  xxxx

 Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  The noise level in the work environment is usually moderate.

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