A COMMUNITY OF FRIENDS ADMINISTRATIVE ASSISTANT Salary in the United States

Description

Status:  Full Time

Classification:  Non-Exempt

Salary: $20.00 - $23.00 

As a member of the Administration Department, the ADMINISTRATIVE ASSISTANT (AA) will provide efficient and timely support of the office operations to enhance the work of the organization. This position serves as the first point of contact for visitors, tenants and/or persons seeking housing. The AA will answer and route calls, guide visitors to the appropriate parties, field interdepartmental communications, and perform office tasks. In addition, they will assist the Property Management Department with copying, scanning and distributing Housing Authority of the City of Los Angeles (HACLA) notices and tracking monthly payments, inspections, and abatements. They will answer emails, process and distribute mail, requisition of supplies, receive, submit and track trouble reports; as well as additional clerical duties as assigned by the Office Manager.

Requirements

• Provide general clerical office support for staff members which includes typing, filing, and creation of correspondence.
• Professionally administer all incoming calls and transfer to appropriate personnel. 
• Greet and direct visitors to the appropriate parties and provide housing information to visitors.
• Maintain voicemail systems; such as directory and greetings.
• Assists in the ordering, receiving, stocking and distribution of office supplies.
• Maintain and routes mail including coordination of pick-up and delivery of express mail services.
• Ensure that the community office areas are well-maintained and organized.
• Assist with set-up and clean-up for meetings and luncheons.
• Process checks in the absence of the Office Manager.
• Track vendor invoices.
• Trouble shoot on non-functional office equipment.
• Serve as liaison with Building and Parking Management.
• Conduct and maintain inventory for the main office and satellite offices.
• Copy, scan and distribute HACLA notices to appropriate staff.
• Track monthly subsidy payments, inspections and abatements.
• Update Asset Management Directory. 
• Attention to detail.
• Other duties as assigned

Basic Qualifications:

• High School Diploma or GED
• Five (5) years’ experience working in an office environment.
• Four (4) years’ using Microsoft Office Suite programs, Word, Excel and Outlook.
• Three (3) years creating office correspondence
• One (1) year experience working in an affordable housing environment.
• Ability to lift 25 lbs.
• Valid California Driver License
• Access to a personal vehicle to be used to conduct ACOF business
• Ability to meet California minimum and ACOF insurance requirements
• Ability to pass background check including Live scan fingerprinting

Preferred Qualifications:

• Excellent verbal and written communication skills. 
• Ability to demonstrate mastery of principles of spelling, grammar, syntax and punctuation.
• Experience identifying and tracking deadlines.
• Ability to organize own work, coordinate projects, set priorities, meet and track deadlines and follow up on assignments with minimum direction.
• Sound judgment, excellent problem-solving skills.
• Ability to interact with a variety of internal and external individuals with poise, tact, and diplomacy.
• Ability to prioritize and manage multiple projects simultaneously.
• Strict adherence to confidentiality of sensitive information.
• Bilingual – Spanish preferred
• Sense of Humor