Administrative Specialist (Temporary)
2 days ago
Los Angeles
Job Description APAIT/SSG APAIT, A division of Special Service for Groups, has a mission to positively impact the quality of life for vulnerable communities experiencing behavioral health challenges, housing insecurity, justice-involved individuals, victims of human trafficking, and those at risk for HIV/AIDS and sexual health issues. APAIT historically reaches out to the diverse multi-ethnic communities of LA and Orange counties who identify as LGBTQIA-2S, immigrants and refugees, at-risk for HIV/STIs, housing insecure, and with behavioral health lived experience. Learn more about us at GENERAL SUMMARY Under the supervision of Facilities & Operations Program Manager, the Administrative Specialist will provide programmatic, IT, technical, operations, communications, and administrative support for the main office. Primary responsibility includes front and back-office reception functions. The Administrative Specialist must be able to interpret the agency’s mission and purpose in the community. The position requires regular attendance and will require flexible hours including evenings/night-shifts, weekends and some holidays. PRINCIPAL DUTIES AND RESPONSIBILITIES 1. Implement front office functions including but not limited to reception and guest relations, greeting and fielding guest inquiries, and maintaining professional appearance of reception area., 2. Answer telephone and redirect calls, take messages, listen to voicemails and relay messages to proper person., 3. Book and schedule rooms for appointments, interviews, intakes, therapy sessions, meetings, etc., 4. Print weekly room schedules every Monday and Wednesday (or Tuesday and Thursday if holiday falls on Monday)., 5. Back-office reception responsibilities include making coffee in the morning, throwing coffee out at the end of the day, cleaning break room, maintaining supplies and inventory, emptying and cleaning fridge on Fridays, etc., 6. Maintain IT closet/room, storage rooms and areas; Organize and clean as well in addition to making sure they are tidy and orderly., 7. Organizing office, kitchen, and common areas (kitchen, lobby, counseling rooms, meeting rooms, family room, board room, etc.), making sure they are neat and orderly., 8. Facilitate internal and external program referrals with other staff, data entry of client and personnel forms., 9. Maintain office and program supply stock inventory and schedule timely supplies replenishment., 10. Set-up and close-out office operations including but not limited to timely opening and closing during business hours, stocking refreshments, copier and telecommunication maintenance, etc., 11. Provide programmatic, technical, and admin support to management team and other designated personnel as needed., 12. Take down and transcribe meeting minutes and reports as assigned., 13. Order ink, computer supplies, toner, cartridges for printers, etc., 14. Communicate with IS and IT team on hardware and software, and telecommunications need for program personnel from onboarding, maintenance, and data retrieval., 15. Assist with IT functions, problems, and questions when Facilities and Operations Analyst is out., 16. Help with any operations and administrative needs for the office, HR Program Manager, and Operations and Communications Program Manager, other managers and staff, etc., 17. Help set-up and break down for events i.e. Fashion Show Model Casting Calls, Galas, etc., 18. Aide with event-planning, communications materials, social media, newsletter, flyers, etc., 19. Interpret agency purpose and mission to the community., 20. Maintain and uphold Agency mission statement, values, policies, procedures, and principles., 21. Other activities as required to conduct program and agency objectives., 22. Regular attendance: position will require flexible hours including evenings/night-shifts, weekends as-needed, and some holidays. MINIMUM QUALIFICATIONS – KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED 1. High school diploma OR GED equivalent OR Associate of Arts (AA) degree/diploma OR Bachelor of Arts/Sciences in Business, Business Administration, Human Services, Health and Human Services, Human Resources, Social Work, Public Health, Psychology or Sociology preferred. ., 2. Great attitude, strong people skills and ability to relate to individuals from diverse backgrounds., 3. Knowledge of and ability to work with racial/ethnic minority, impoverished and underserved communities and groups (e.g., multi-gender, LGBTQIA+, substance using), 4. Basic knowledge, work experience, and understanding of HIV/AIDS and other related issues., 5. Demonstrated experience and knowledge of PC hardware., 6. Ability to coordinate multiple projects and tasks simultaneously in a high-pressure work environment., 7. Ability to master a wide-range of information, adapt, take initiative, and work in a team-centered environment., 8. Ability to communicate effectively both verbally and in writing., 9. Bilingual in Spanish., 10. Experience and knowledge of MS Office (Word and Excel a must)., 11. Valid California driver’s license and car insurance., 12. Reliable transportation., 13. Verification of employment eligibility and passing of background check., 14. Maintain and uphold Agency mission statement, values, policies, procedures, and principles., 15. Updated tuberculosis test (annual requirement) – read, reviewed, and dated by a clinician 6 months prior to employment. SUPERVISORY RESPONSIBILITIES 1. This incumbent does not have formal supervisory responsibilities. Environmental Conditions (Working Conditions) 1. Ergonomically safe office environment with desktop computer, desk, chair, natural light from windows., 2. Driving required/requirement., 3. Includes field work or traffic/weather conditions., 4. Some driving and exposure to vehicles in motion. Physical Requirements 1. While performing this job, this position typically spends time driving, sitting, standing, walking, carrying (max. 20 lbs.), lifting (max. 20 lbs.), listening, and speaking. Mental Requirements 1. This position requires someone that can accommodate to any/all of the following: constant distractions, interruptions; uncontrollable changes in priorities/work schedules; and availability for on call/duty after regular working hours, and exposure to inappropriate behavior and language of others. Company DescriptionAPAIT is a community based organization serving Los Angeles and Orange counties. The organization’s mission is to positively impact the quality of life for vulnerable communities impacted by behavioral health, sexual health, housing insecurity, and justice involvement. Services include individual and group mental health counseling, substance use prevention and treatment, harm reduction and syringe exchange program, HIV/STI testing, prevention, and treatment, transitional and permanent supportive housing, forensic treatment, intensive case management, and research, evaluation, and development. APAIT was established in 1987 and is a division of Special Service for Groups, a nonprofit health and human services organization established in 1952.APAIT is a community based organization serving Los Angeles and Orange counties. The organization’s mission is to positively impact the quality of life for vulnerable communities impacted by behavioral health, sexual health, housing insecurity, and justice involvement.\r\n\r\nServices include individual and group mental health counseling, substance use prevention and treatment, harm reduction and syringe exchange program, HIV/STI testing, prevention, and treatment, transitional and permanent supportive housing, forensic treatment, intensive case management, and research, evaluation, and development.\r\n\r\nAPAIT was established in 1987 and is a division of Special Service for Groups, a nonprofit health and human services organization established in 1952.