Administrative Assistant

Job Overview: The Administrative Assistant is responsible for both receptionist services and administrative duties for the IRC Los Angeles office. As this position will serve as the first point of contact for all IRC client visits and phone calls, this position is not hybrid and will be expected to open and close the office daily (9am-5pm).

Major Responsibilities:

• Greet visitors, ascertain their needs, answer basic questions, and direct them to the appropriate staff person or department. Manage flow of visitors during peak periods such as open office hours.
• Answer and direct incoming telephone calls for the Los Angeles office. Take messages and answer basic questions.
• Be knowledgeable on IRC Los Angeles programming.
• Train, supervise and schedule volunteers to help support the front desk;
• Maintain up-to-date information on front desk processes and procedures as well as lobby bulletin boards with up-to-date information/flyers, and a safe and clean reception area;
• Be knowledgeable on IRC Los Angeles programming.
• Assist with safety and security measures as required.
• Order and maintain stock of needed office supplies. Review inventory and monitor prices.
• Maintain office equipment including copier, fax, printer, scanner, and projector in good working order. Arrange for maintenance and repair as needed.
• Review intern applications, complete interviews with candidates. Make recommendations to Operations Coordinator on intern selections and supervise onboarding and training.
• Assists with ID badges and maintaining office photo lists.
• Assist with Operations Coordinator with IT issues and other system equipment. Monitor telephone system; update voice mail and extensions as needed for new staff and maintain office phone list.
• Ensure new staff and interns have access to ID cards, swipe cards and office keys.
• Receive and distribute mail. Process outgoing mail and deposit in mailbox on daily basis.
• Comply with agency policies and protocol.
• Other tasks and projects as directed by supervisor.

RP Administrative:

• Assist with RP filing.
• Collaborate with program staff to ensure timely entry of client demographics, intakes, services, follow-ups, referrals; business statistics; training and screening outcomes into systems;
• Collecting the required RP documents to complete files and follow-up with caseworkers if anything missing
• Scanning and converting physical files to electronic filing
• Assist with filing AR11
• Follow all agency policies and protocol.
• Other tasks and projects as directed by supervisor.

Job Requirements:

Education: High school diploma required; some university education preferred.

Demonstrated Skills & Competencies:

• Fluent in English with strong verbal and written communication skills. Additional language capacity would be preferred.
• Demonstrated proficiency with Microsoft Office programs including Excel, Word, and Outlook
• Must be well-organized, reliable, professional, detail oriented and flexible.
• Desire to work as a team member and in a multicultural workplace.
• Must have a valid driver’s license, active insurance policy, and access to reliable transportation.

Working Environment:

• Standard office environment.
• In person every day from 9am to 5pm

Posted pay ranges apply to US-based candidates. Ranges are based on various factors including the labor market, job type, internal equity, and budget. Exact offers are calibrated by work location, individual candidate experience and skills relative to the defined job requirements.

Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances.

Equal Opportunity Employer: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, sex, gender, gender expression, sexual orientation, age, marital status, veteran status, or disability status. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.

US Benefits: The IRC offers a comprehensive and highly competitive set of benefits. All US employees are eligible for sick time, a 403b retirement savings plans: up to 4.5% immediately vested matching contribution, plus an 3-7% additional IRC contribution, and an Employee Assistance Program which is available to our staff and their families to support in times of crisis and mental health struggles.

In addition, full-time employees are eligible for 10 US paid holidays, 20-25 paid time off days, disability & life insurance, medical, dental, and vision insurance (employee contribution starting at $135, $7, and $5 per month respectively) and FSA for healthcare, childcare, and commuter costs. Part-time employees are eligible for a proportionate amount of paid time off. These additional benefits apply to employees who work at least 6 months within a 12-month time period.