Administrative Assistant II

About Us:

Volunteers of America is a non-profit human services organization committed to serving people in need, strengthening families, and building communities.  VOALA provides a variety of social services to Los Angeles area communities such as Head Start programs, Upward Bound college prep programs, veterans’ services, homeless shelters, low-income housing programs as well as drug and alcohol rehabilitation. Learn more at www.voala.org.

• Filing and assisting other office staff when required.
• Prepares client and worker folders, record files, and general filing of records and documents.
• Coordinates staff training and administrative events.
• Maintain, track, and order inventory for office supplies.
• Monitor and maintain office equipment.
• Schedules and coordinates meetings, travel, and other group activities when required.
• Assumes additional responsibilities and performs special projects as needed.

• Answers telephone, e-mails, letters, and replies to questions accordingly.
• Take and relay messages.
• Monitor visitor access and maintain security awareness.
• Receive and sort mail and deliveries.
• Participates in organizational functions and maintains informational and/or operational records.
• Establishes and maintains cooperative and harmonious working relationships with program staff, workers, families of clients, business agencies, office vendors, and general public.
• Perform other duties as assigned.

Ability to work and deal with difficult, uncooperative, and potentially aggressive clients as VOALA serves the neediest of the needy in our programs, which may include clients with homelessness, mental illness, substance abuse, recently released from incarceration, and other challenges. 

• Services for this position must be provided on-site.  As a result, the position requires incumbents to report to work on-site each day of active employment
• General filing
• Prepare client and worker folders
• Restock supplies
• Receptionist for office
• Special projects
• Coordinates staff training and administrative events
• Other duties as required and may be subject to change

As service providers to the underprivileged and vulnerable in our community, all employees are considered Mandated Reporters, and must report any instance of physical or sexual abuse to proper authorities.

Qualifications

• Must be able to pass a fingerprint clearance, background check, including criminal history, personal references, employment and education verifications
• Ability to perform under circumstances of possible emotional stress and conflicts dealing with difficult, uncooperative, and potentially aggressive clients as VOALA serves the neediest of the needy in our programs which may include clients with homelessness, mental-illness, substance abuse, recently released from incarceration and other challenges.

• Bachelor’s Degree in Business Administration, Management, or related field.
• Current California driver's license and clean driving record
• Access or Service Point software.
• Bilingual in English and Spanish (written and verbal).

Volunteers of America is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected Veteran Status, or any other characteristic protected by applicable federal, state, or local law.

This employer participates in E-Verify as required by the federal government and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S.

If E-Verify cannot confirm that you are authorized to work, this employer is required to give you written instructions and an opportunity to contact Department of Homeland Security (DHS) or Social Security Administration (SSA) so you can begin to resolve the issue before the employer can take any action against you, including terminating your employment.

• Associates Degree in Business Administration, Management, or related field;
• OR Three years of related experience.

• Five years of office and clerical experience