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Administrative Assistant - (Battle Buddy)

Adult Services | Los Angeles, CA | Full Time

Job Description

About Us:

Volunteers of America of Greater Los Angeles is a large, national not-for-profit organization founded in 1896. We provide 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 program as well as drug and alcohol rehabilitation. Learn more at www.voala.org.

The program leverages the distinct talents and perspectives of Veterans to facilitate direct access and service to those who experience problems adjusting to life after military service. Through intense outreach and comprehensive community engagement, Battle Buddy teams reach individuals and gently walk with them through the processes necessary to acquire transportation, food, benefits assessment, legal assistance, mental health care, housing, and more. Armed with a continuum of immediate services available through VOALA programs as well as a plethora of partnering community and government providers, Battle Buddies are able to facilitate access to resources for heroes in need. Partnerships with AmeriCorps and UniHealth.

Responsibilities:

The Administrative Assistant, will support the Program Manager by coordinating office services, such as personnel, budget preparation and control, billing, housekeeping, record control and special management studies.The Administrative Assistant will ensure the team is kept apprised of meetings and compliance deadlines, maintain confidential files, coordination of personnel records, facility requirements and licensing regulations, and professional licenses and regulations.

The duties are summarized as:

  • Studies management methods in order to improve workflow and reporting procedures
  • Types correspondences, reports, memoranda, proposals and financial statements
  • Maintains materials from the master files, classifies material, prepares and creates new file folders as needed
  • Answers telephones, refers calls and distributes messages to respective parties
  • Schedules appointments and meetings
  • Coordinates collection and preparation of operating reports, attendance records, termination, new hires and budget expenditure
  • Works with VOALA Corporate office to coordinate purchasing procurement, accounts payable and personnel
  • Assists with tracks the billing and submits to the funder

Requirements:

Education:

  • Associate of Arts degree in Business Administration or Management Science preferred and/or
  • 2 years experience performing above responsibilities in a human services setting

Experience:

  • Knowledge of office procedures
  • Intermediate knowledge of Microsoft Outlook, Word, and Excel 2010
  • Ability to compose correspondence and reports
  • Working knowledge of correct English grammar, spelling and punctuation  
  • Able to work in a fast pace environment
  • Comfortable working with all levels of staff
  • Must pass VOALA required vehicle and driving clearances

Preferred Skills for this Position:

  • Effective and compassionate communication skills orally and in writing with diverse people of all ages, backgrounds, jobs and levels
  • Excellent computer skills (Microsoft Word, Power Point, Publisher, and Excel)
  • Processing Billing
  • Preparing for Audits

VOALA is an Equal Opportunity Employer