Administrative Assistant

Company: Union Station Homeless Services
Location: Pasadena
Posted on: June 25, 2022

Job Description:

TITLE: Administrative Assistant DEPARTMENT: Operations REPORTS TO: Office Manager Employment Status: Full Time Reg. Hours Worked: 40 / Week, Non-Exempt Hourly Rate: $21/hr JOB SUMMARY: The Administrative Assistant ensures that phone calls and visitors to Union Station are handled appropriately and efficiently. Assists with the clerical needs of the office management team and supports all USHS locations. Oversees office needs at Altadena location. ESSENTIAL FUNCTIONS INCLUDE, but are not limited to the following: * Answer telephones and manage a multi-line telephone system, screen and forward calls, take detailed messages as appropriate..
* Assist with management of general voice-mail system, retrieve incoming messages. Record outgoing messages as requested forward calls to cell as needed.
* Greet, welcome and screen visitors, determine reason for visit, and announce or refer visitor to the appropriate staff member or program location, or provide USHS cell or email address.
* Receive and sort incoming mail, processing according to department procedures; serve as liaison with the post office, notifying staff of delivery times as needed. Deliver mail to USHS sites as needed.
* Sort and open donation envelopes, processing donations and calculating totals according to Finance Office procedures. Maintain and report on daily and monthly donation totals, reconciling totals with Development Office.
* Ensure that office machines in Administration Building are in working order and stocked with paper. Receive repair requests; schedule maintenance and repairs.
* Maintain calendar for use of all conference and meeting rooms.
* Keep front reception area clean and uncluttered; with fellow staff members, keep lounge and conference rooms neat and clean.
* Process gifts cards, business cards, uniforms, meter readings, and print stamps as needed.
* Receive and process In kind donations as needed
* Provide administrative support to Operations Department as assigned.
* Maintain regular communication with Office Manager regarding front desk work flow. PHYSICAL AND MENTAL REQUIREMENTS AND WORK ENVIRONMENT: * Work indoors in temperature controlled environment and occasionally exposed to outdoor weather and driving conditions. The noise level in the work environment is usually moderate.
* Stand and sit for long periods of time; move and walk to various locations; climb, stoop, kneel, reach, pull, push, bend, twist, and occasionally lift and or move objects (up to 20 lbs.). Use hands to finger, handle or feel.
* See, hear and speak clearly in order to give and receive information and instructions and perform clerical tasks.
* Complex reading and writing skills, judgment and decision-making capability, and problem-solving skills.
* Ability to interact with other employees, clients, customers and members of the public.
* Gather, analyze, synthesize, and classify information.
* Ability to perform arithmetic operations, transcribe, enter, and post data.
* High level of concentration and attention to detail for extended periods of time.
* Ability to respond effectively to sensitive inquiries or complaints.
* Requires use a computer keyboard for long periods of time.
* Able to travel to off-site meetings. KNOWLEDGE, SKILLS AND ABILITIES: * Ability to work effectively under time constraints, prioritize work, and make decisions.
* Ability to work independently and with others and to interact with all types of personalities.
* Ability to train and supervise staff, volunteers and clients.
* Ability to analyze, develop and establish efficient office work and administrative processes.
* Ability to communicate effectively, both orally and in writing.
* Proficient with office communication equipment and machines (telephone, typewriter, copier, calculator, fax machine, personal computer, printer and scanner).
* Skilled in use of Microsoft Windows, Microsoft Office (Word, Excel, PowerPoint), Google Apps.
* Skills in using relational databases for donors, accounting, and personnel strongly preferred. EDUCATION, TRAINING AND EXPERIENCE: * Minimum of two years prior experience in related administrative support.
* Drivers License required and use of personal vehicle required; position requires support of multiple locations Union Station Homeless Services (USHS) requires all new hires to be fully vaccinated for COVID-19 prior to your first day of employment at USHS, unless a documented medical or religious accommodation is approved as determined on an individual case by case basis by USHSs Human Resources Executive. Union Station Homeless Services Embraces Diversity We embrace our differences and are committed to furthering our culture of inclusion and belonging. Our commitment to racial equity within the organization is crucial to who we are and the clients we serve. Committed to being an anti-racist organization and sharing the the unique cultural experiences from our networks, we offer annual racial equity training, host ongoing learning experiences through our lunch n' learns, and participate in on-going mental health trainings. We promote acceptance, respect, teamwork and fosters diversity in the workplace. We believe every individual has a story, past, and a unique set of skills that shape who we are and through this network, we can learn from each other to become better versions of ourselves personally and professionally. Through our staff-led network focusing on diversity, equity, inclusion, belonging and accessibility, we work to communicate, educate, and express diverse cultivation through our eight Diversity Networks. We are honored that the Diversity Network has been recognized as part of the Community Impact Awards presented by the Los Angeles Business Journal. Union Station Homeless Services is an Equal Opportunity Employer

Keywords: Union Station Homeless Services, Pasadena , Administrative Assistant, Administration, Clerical , Pasadena, California