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 (Fed Ex, 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…