Administrative Associate

Title: Administrative Associate
Department: Human Resources & Administration
Status: Non-Exempt
Reports to: Senior Director of IT and Administrative Infrastructure
Positions Reporting to this Position: None
Location: Washington, DC Metropolitan Area – Hybrid
Travel Requirements: Up to 5%
Union Position: Yes
Job Classification Level: A
Salary Range (depending on experience): $58,000 – $73,000

General Description:

LCV believes our earth is worth fighting for because everyone has a right to clean air, water, and a safe, healthy community. To ensure those rights are protected, we help people use their power to shape policy, hold politicians and polluters accountable, and influence elections.

For more than 50 years, LCV has grown into a potent political force for protecting our planet and everyone who inhabits it. We have built a powerful national movement with 30 state affiliates, and grassroots and community organizing programs across the country.

LCV is hiring an Administrative Associate who will directly support the Senior Director of IT and Administrative Infrastructure in executing the administrative operations of LCV and its sister organization, LCV Education Fund. Responsibilities include assisting with office and staff operations, supporting new employee and intern onboarding and offboarding processes, and providing general administrative support to the Human Resources and Administration department. This position is critical to supporting a growing staff and organization with offices across the country and is required to work in-person in the Washington, D.C. office three days per week.

Responsibilities:

• Assist in providing general office and administrative support (phones, copiers, eFax, postage meter, etc.) in our Washington, DC office.
  • Assist with incoming mail and deliveries for the Human Resources & Administration department, including assistance with staff mail deliveries when needed. Routinely check the building mail room, bring LCV packages up to the office, and notify staff if they have received a package.
  • Serve as backup point of contact to Office Operations Manager for building operations notifications, and notify Washington, DC office staff of building operations updates when necessary.
  • Coordinate with the Office Operations Manager to submit work order requests to building engineer/manager and applicable vendors.

• Assist HR &  Administration team with administrative projects for the Washington, DC office to ensure LCV’s office space is inclusive, welcoming, and accessible for all staff and visitors.

• Check general voicemail inbox and eFax inbox twice daily and distribute incoming information.
• Place orders for coffee, snacks, and kitchen/office supplies and unpack when delivered.  Manage inventory and track spending.

• Assist staff with technology setup in LCV’s large conference room, as needed.
• Coordinate operations and technology onboarding for new employees and interns, as well as offboarding processes for departing employees and interns.
  • Work with hiring managers to collect information and schedule onboarding sessions.
  • Coordinate with LCV’s IT consultant to ensure accounts and technology are set up for incoming new employees and interns.
  • Assist Office Operations Manager in conducting operations onboarding sessions.  Distribute appropriate administrative and technology related guides, policies, and procedures to all new employees and interns.
  • Work with Office Operations Manager to arrange onsite operations onboarding for all new hires and interns based out of the Washington, DC office.
  • Work with departing employees and interns to ensure LCV’s offboarding process is followed.
• Assist with ensuring that LCV’s administrative and operational policies are in alignment with our organizational values of accountability, anti-racism, community, innovation, learning and sustainability.
• Coordinate with employees and interns on laptop delivery and return processes, confirm that laptops being returned make it back into LCV’s inventory.
• Ensure compliance with LCV’s Work from Home Equipment Policy, place orders for employees when needed, and maintain a record of equipment, furniture, and office supply orders. Place office supply orders for LCV’s remote offices, as needed.
• Place staff business card orders on a quarterly basis.
• Review the Human Resources & Administration department’s monthly expense reports to ensure spending is aligned with department budget. Process the Administrative and IT Services payments, and complete monthly expense reports in Ramp, as needed.
• Update LCV and LCV Education Fund’s Operations Resource Library when needed.
• Provide general administrative and planning support to the Human Resources and Administration department.
• Contribute to LCV’s commitment to integrating racial justice and equity into the work we do and ensuring an inclusive organizational culture.
• Travel up to 5% for staff retreats, trainings and conferences, as needed.
• Conduct in-office responsibilities from LCV’s Washington, DC office at least three days per week.
• Perform other duties as assigned.

Qualifications:

• Work Experience: Required – 1 year of administrative experience, including experience with project management, training others on operations, working with and managing spreadsheets, and tracking a budget or inventory. Preferred – Experience working with a non-profit organization. Experience working with external vendors. Experience with writing/creating documents for internal communication and distribution to staff. Experience with scheduling. Experience with technology workstation setup and technology troubleshooting.
• Skills: Required – Highly attentive to detail and able to take ownership of routine tasks; excellent written and oral communications skills; proficient in Microsoft Office 365 and Google Suite; able to maintain confidentiality; strong organizational skills; exhibits strong judgment; self-starter; works well in a fast-paced environment; ability to handle multiple tasks under pressure of deadline and work for several people; plans and can see the big picture. Preferred – Ability to troubleshoot common IT/technology issues. Data management and filing system skills.
• Racial Justice and Equity Competencies: Demonstrated awareness of how one’s life experiences influence one’s personal attitudes, biases, and assumptions. Demonstrated commitment to continual learning and ability to successfully deliver culturally responsive services. Commitment to equity and inclusion as organizational practice and culture. Understands how environmental issues intersect with racism, economic and social inequality in the U.S. and has a passion for working to dismantle these systems.
• Working Conditions: This job operates in a professional office environment, and routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and audiovisual systems. This position also involves office management; it requires frequently moving about inside the office to access office equipment, occasionally moving objects up to 20 pounds, and seldom positioning oneself to maintain equipment. Applicants must be located in and legally authorized to work in the United States.

LCV offers a comprehensive and competitive benefits package that includes vacation, sick and parental leave, personal days, paid holidays, health insurance (two plan options for staff to choose from), dental and vision insurance, life and disability insurance (short- and long-term), Flexible Spending Account, 401(k) retirement plan with company matching contribution, commuter benefits program, sabbatical, and student loan assistance.

To Apply: Send cover letter and resume to hr@lcv.org with “Administrative Associate” in the subject line by July 11, 2024. No phone calls please. 

LCV is an Equal Opportunity Employer committed to a racially just, equitable and inclusive workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information, or any other protected status. LCV is committed to providing access, equal opportunity and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. If you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please contact hr@lcv.org.