Administrative Assistant

Children's Institute•Los Angeles, CA

27d•$19 - $23

About The Position

Provides routine clerical and administrative support. DUTIES SUMMARY Provides routine clerical and administrative support. ESSENTIAL DUTIES To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Prepares routine correspondence, forms, and similar items using word processing, spreadsheet or other software applications. Enters data into the computer ensuring accuracy and completeness; prepares and distributes routine reports. Sets up, and files program/department/personnel/client documents under supervision; copies, sorts, faxes, collates and retrieves documents. Calls for repairs/maintenance of office equipment such as copier, fax, telephone, or computer. Sorts and distributes incoming mail; prepares outgoing mail including internal office mail, external mail, overnight services, delivery services and registered mail. Acts as receptionist for department, greeting and directing visitors, answering and forwarding telephone calls, assisting in the general operations of facilities including maintenance, resolving operational issues, scheduling conference/training rooms, housekeeping, safety and security. Maintains calendars, schedules program/department and supervisor appointments as directed; updates calendar and ensures appropriate parties are informed. Supports the front office reception area as needed. IT Administrative Assistant Act as the primary liaison between the IT department, Finance department, and external vendors to coordinate and ensure timely payment of invoices. Receive incoming calls, emails, and chat messages from end-users requiring IT assistance, assign helpdesk tickets to appropriate technicians, and provide basic troubleshooting support as needed. ADDITIONAL DUTIES Other duties and special projects as assigned. SUPERVISORY RESPONSIBILITIES This job has no supervisory responsibilities.

Requirements

One year of administrative/clerical experience.
High school diploma or general education degree (GED) required.
Possesses a valid driver's license and state-required auto insurance or reliable access to transportation depending on business needs.
Excellent data entry skills
Ability to multi-task.
Extremely organized.
Ability to work with others towards a common goal.
Ability to be flexible and work in a changing environment.
Ability to coordinate projects, solve problems and make solid business recommendations.
Ability to establish and maintain routine files, records, and official documents.
Ability to handle confidential information.
Maintains patient privacy, including protecting the confidentiality, safeguarding the integrity and availability, and limiting the use and disclosure of patient Protected Health Information (PHI) to authorized individuals and entities.
Participates in, conducts, and sustains performance quality improvement activities according to designated role and responsibilities
Sensitivity to service population’s cultural and socioeconomic characteristics.
Excellent verbal and written communication skills.
Punctual and dependable attendance.
Must have intermediate knowledge of Office 365 programs in a Windows environment.
Accounting software
Database software
Finance Edge

Nice To Haves

Spanish / English bilingual preferred.

Responsibilities

Prepares routine correspondence, forms, and similar items using word processing, spreadsheet or other software applications.
Enters data into the computer ensuring accuracy and completeness; prepares and distributes routine reports.
Sets up, and files program/department/personnel/client documents under supervision; copies, sorts, faxes, collates and retrieves documents.
Calls for repairs/maintenance of office equipment such as copier, fax, telephone, or computer.
Sorts and distributes incoming mail; prepares outgoing mail including internal office mail, external mail, overnight services, delivery services and registered mail.
Acts as receptionist for department, greeting and directing visitors, answering and forwarding telephone calls, assisting in the general operations of facilities including maintenance, resolving operational issues, scheduling conference/training rooms, housekeeping, safety and security.
Maintains calendars, schedules program/department and supervisor appointments as directed; updates calendar and ensures appropriate parties are informed.
Supports the front office reception area as needed.
Act as the primary liaison between the IT department, Finance department, and external vendors to coordinate and ensure timely payment of invoices.
Receive incoming calls, emails, and chat messages from end-users requiring IT assistance, assign helpdesk tickets to appropriate technicians, and provide basic troubleshooting support as needed.

Benefits

Generous paid PTO, plus 10 paid holidays and CII is closed between Christmas and New Year
Excellent medical, dental, and vision insurance for eligible employees and qualified dependents
403b Retirement Plan with employer contribution for eligible employees
Up to $4,500 in tuition reimbursement per calendar year
Eligible for the Public Service Loan Forgiveness program
Flexible Spending Account (FSA) & Health Savings Account (HSA)
Employer paid Life and AD&D Insurance
Voluntary Supplemental Insurance
Opportunity for growth & advancement
Professional development & continued training
Team building & bonding through company sponsored events & activities