Office Assistant
24 days ago
Culver City
Job Description #BECOMEANALLYTODAY #ALLIESNEEDALLIES FOR CONSIDERATION: Email cover letter and resume to Full Benefits Package offered including: Ø Competitive Pay Ø 12 Holidays per calendar year Ø 2 Personal Days - birthday and anniversary of employment Ø 10 Vacation Days per year (increases with tenure) Ø 10 Sick Leave Days per year Ø 10 Jury Duty Days Ø 100% Employer Contribution to: Health - Kaiser or Anthem, Dental, Vision Ø 401k Retirement Plan with 50% employer match for the first 4% Ø 100% Employer Paid Life and Accidental Insurance Ø Employee Assistance Program (EAP) – for team members and dependents Ø Additional benefits: o Pet Insurance o Supplemental Life Insurance o Discounts for movie tickets, amusement parks, travel, hotels, sporting events, shows, etc. o Initial and ongoing training and professional development opportunities o Opportunities for growth and advancement o Employee referral incentive - $1,500 o Public Service Loan Forgiveness o Credit Union Membership AGENCY OVERVIEW: Every child needs a childhood. Allies for Every Child (Allies) exists to give at-risk children and children living in poverty the foundation they need to increase their life choices and lead fulfilling lives. For nearly 40 years, Allies has been providing thousands of at-risk children and their families with critical, high-quality child development and family wellness programs (including comprehensive early education and Early Head Start services), family strengthening interventions, foster care and adoption services, and a range of vital, integrated services, including mental health services, educational assessments, trauma and disabilities screenings/advocacy, nutrition services, dental and vision screenings, and pediatric health consultations. In 2024, Allies expanded its reach, serving even more children and youth in foster care and those transitioning to adulthood through Extraordinary Families, a program of Allies for Every Child. JOB SUMMARY: The Office Assistant serves as the first point of contact at Allies’ Slauson site, welcoming and assisting visitors, families, and staff in person and by telephone. ESSENTIAL JOB DUTIES: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. • Provide a welcoming and professional atmosphere for clients, visitors, guests, and staff; greet and assist individuals in person and by phone, • Perform a variety of clerical tasks, including data entry, filing, copying, running errands, assembling and labeling files and binders, revising documents, and collecting client documentation and fees, • Regularly monitor fax and copy machines to ensure they are operational for staff use; shred documents as appropriate, • Answer, screen, and direct incoming calls; help ensure callers are connected with the appropriate staff member or external partner agency; and track referral calls as needed, • Direct and provide information to visitors and clients, • Prepare letters, flyers, calendars, and mailings as assigned, • Maintain order and neatness in the reception area, playrooms, conference rooms, Slauson children’s library, and other common areas, • Maintain and update shared calendars for in-person and virtual meeting room requests; support staff with special meeting room, conference line, and Zoom meeting arrangements, • Maintain and update accurate logs for key and credit card check-out, • Organize and distribute incoming mail for both Slauson Avenue office suites and perform Wagner site mail pick-up and drop-off, including reporting to Wagner first each day, • Perform the timely and accurate processing and distribution of incoming mail, including USPS, courier, and intra-office mail, • Create postage for outgoing mail, update postage logs for Finance, process incoming checks (including parent fees and donations), prepare parent receipt letters, and coordinate with identified colleagues to ensure accurate coding of incoming funds, • Help facilitate fire, earthquake, and lockdown drills, • Assist with event coordination, including reserving space, ordering food, preparing flyers and sign-up/in materials, assembling participant packets, managing RSVPs and reminders, coordinating with external presenters or entertainers, preparing check requests, and tracking evaluations, • Provide written and verbal English/Spanish translation support, as needed, • Receive program enrollment and recruitment applications and route them to the appropriate staff, as needed., • Support programs as requested, • Maintain and restock parent flyers and resource materials in the front lobby, ensuring information remains current., • Assist with Allies program file reviews in preparation for audits as needed, • Send staff birthday emails, • Maintain Slauson site inventory of general office and kitchen supplies; place orders, distribute, and store supplies., • Support office safety and maintenance by submitting internal work orders, as needed, to the Early Care and Education Administrative and Facilities Coordinator for issues not addressed through property management, • Assist with general office organization and administrative support, • Maintain reliable attendance, punctuality, professionalism, and courteous conduct while working and representing Allies, • Maintain confidentiality standards and appropriate boundaries with all clients, staff, volunteers, and others, • Act in accordance with the Agency’s and program’s mission, values, and expectations, • In accordance with our "team" philosophy, the person filling this position may occasionally be required to carry out or assist with other tasks in addition to the duties listed on this job description QUALIFICATIONS & EDUCATION: • High school diploma or equivalent required, • Bilingual in English/Spanish, both spoken and written, required, • Knowledge of customer service principles and practices, with a strong customer service orientation, • Pleasant and professional phone manners and prior office experience, • Professional personal presentation, • Knowledge of administrative and clerical procedures, • Proficiency in computer systems and relevant software applications, • Ability to effectively organize and plan, • Self-starter with strong attention to detail, • Dependable, resourceful, and reliable, • Ability to thrive in a fast-paced environment, • Fingerprint background clearance (DOJ, FBI & Child Abuse Clearance Index), or approved exemption, • Successful completion of pre-employment physical, TB test/TB risk assessment, proof of immunizations for pertussis (Tdap), measles (MMR) and influenza (can decline influenza), • Valid Class C driver’s license, proof of insurance, reliable transportation, and a driving/safety record acceptable to the Agency required Allies for Every Child is an equal opportunity employer. We encourage applications from all qualified individuals and are committed to building a team that understands the communities we serve and maintains core values as an organization. All employment decisions at Allies for Every Child are based on individual merit, qualifications, and job-related requirements. We welcome candidates from varied backgrounds, including those whose personal or professional experiences enhance Allies’ ability to serve children and families effectively. The organization does not use demographic quotas or preferences in employment decisions. Company DescriptionEvery child needs a childhood. Allies for Every Child (Allies) exists to give at-risk children and children living in poverty the foundation they need to increase their life choices and lead fulfilling lives. For nearly 40 years, Allies has been providing thousands of at-risk children and their families with critical, high-quality child development and family wellness programs (including comprehensive early education and Early Head Start services), family strengthening interventions, foster care and adoption services, and a range of vital, integrated services, including mental health services, educational assessments, trauma and disabilities screenings/advocacy, nutrition services, dental and vision screenings, and pediatric health consultations. In 2024, Allies expanded its reach, serving even more children and youth in foster care and those transitioning to adulthood through Extraordinary Families, a program of Allies for Every Child.Every child needs a childhood. Allies for Every Child (Allies) exists to give at-risk children and children living in poverty the foundation they need to increase their life choices and lead fulfilling lives. For nearly 40 years, Allies has been providing thousands of at-risk children and their families with critical, high-quality child development and family wellness programs (including comprehensive early education and Early Head Start services), family strengthening interventions, foster care and adoption services, and a range of vital, integrated services, including mental health services, educational assessments, trauma and disabilities screenings/advocacy, nutrition services, dental and vision screenings, and pediatric health consultations. In 2024, Allies expanded its reach, serving even more children and youth in foster care and those transitioning to adulthood through Extraordinary Families, a program of Allies for Every Child.
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