Office Manager/Administrative Assistant

Office Manager/Administrative Assistant Job Description

Women Organizing Resources, Knowledge & Services (WORKS) is a Los Angeles based nonprofit corporation with a mission to develop quality affordable housing and innovative services for individuals and families of modest means, including those who are most in need and those who lack housing.

WORKS’ Office Manager/Administrative Assistant is responsible for performing a variety of administrative and clerical tasks. Duties include, but are not limited to, providing support to WORKS managers and employees, managing daily office needs and managing our company’s general administrative activities to ensure the efficient and smooth day-to-day operation of our office.

Responsibilities Include

• Primary responsibility for creating and maintaining an organized, well-functioning office
• Assist with research, reports, applications and/or other tasks under the supervision of senior staff
• Coordinate with outsourced accountant and outsourced human resources management to assure smooth and timely functioning of accounting and payroll systems
• Coordinate timesheet and payroll submission
• Provide assistance with activities related to asset management, lease up, or development of WORKS real estate development
• Provide assistance with community engagement; enriched services and/or supportive service activities to WORKS residents or the community at-large
• Ensure functionality and maintenance of office equipment, including computers, printers, copiers, scanners, fax machines, phones and router
• Order office supplies and research new deals and suppliers
• Order/purchase items relating to project development and/or asset management, as directed
• With direction, update and maintain office policies, procedures, reports, and/or forms
• Copy, scan, download, and print a range of reports, data, applications, etc.
• Answer and direct phone calls
• Receive and circulate mail to relevant parties
• Organize and schedule appointments
• Plan and/or coordinate meetings and take detailed minutes
• Write and distribute email, correspondence, letters, faxes and forms
• Maintain filing systems
• Update and maintain contact lists
• Provide general support to visitors
• Coordinate office related meals
• Complete office related errands including going to the Post Office, Fedex, etc.
• Assist in maintaining a clean working environment (in participation with all WORKS employees)
• Social Media and WordPress monthly back up and update to plugins
• Additional duties as needed and directed

Approximate Time Spent

• Supporting departments with documents and applications 40%
• Accounting & billing 30%
• Office facilities management and working with vendors 20%
• Payroll & scheduling meetings 10%

Qualifications and Educational Requirements:

• High school diploma
• Proven experience as an administrative assistant, secretary or equivalent position
• Knowledge of office management and clerical systems and procedures
• Knowledge of the structure and content of the English language, including meaning and spelling of words, rules of composition and grammar
• Working knowledge of office equipment, such as phone systems, copiers and printers
• Proficiency with MS Office Suite software
• Excellent time management and organizational skills
• Ability to prioritize and multitask work as necessary
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Hold a valid California Driver's License with a clean driving record, auto insurance, and can drive personal vehicle for office related duties from time to time
• Ability to work in an "open office" environment
• Ability to lift and carry boxes, supplies and/or furniture up to 30 lbs.
• Ability to climb a step ladder

Hours: 40 hours/week

Location: In Office - 5 days/week

795 N Avenue 50, LA CA 90042

WORKS benefits for full-time employees include:

• Accrual of 10 vacation days/year
• 6 sick days/year
• 6 paid holidays, and 8 paid floating holidays/year
• Employer sponsored health care (70% of premiums paid by the employer)
• Employer sponsored 401(k) plan available
• Technology stipend

WORKS is committed to advancing justice for all people and views its commitment to diversity, equity and belonging as a core principle of its work, both within the organization and in its work with the communities it serves.

Job Type: Full-time

Pay: $24.00 - $27.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

Salary : $24 - $27