LEARN is an Equal Opportunity Employer (Minorities/Females/Disabled/Veterans).  To read more about this, view the EEO is the Law poster and this EEO is the Law Poster Supplement

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Administrative Assistant
Job Code:MAIN OFFICE-CLER-19-01-09-ML
Job Location:Whittier, CA
Grade Level:Not Applicable
  
SUMMARY OF POSITION:
The Administrative Assistant works in the LEARN main office at the reception desk and facilitates the effective and efficient operation of LEARN by performing a variety of administrative tasks and functions such as receiving office guests, responding to questions via phone, email, and in person, organizing and filing documents, processing and receiving purchased items for staff, maintaining inventory of LEARN’s assets, assisting with event planning, making phone calls, assisting with activities involving marketing, recruitment, social media, general office, and other general administrative duties.

DISTINGUISHING FEATURES:

ESSENTIAL DUTIES AND RESPONSIBILITIES:
Receive all walk-in client, guest, and employee visitors;
Answer phones and communicate with various program constituents (i.e. parents, students, teachers, partners);
Take and respond to questions and/or requests via email, phone, or fax;
Process all purchase orders, collect all receipts and organize all related documentation for A/P;
Monitor and track credit card activity and organize related documentation/receipts for A/P;
Communicate with parents regarding outstanding balances on their account;
Organize, maintain, and file general administrative information and documents;
Maintain organized electronic and hardcopy documentation of LEARN inventory and assets including items in the office, at school sites, and in storage facilities;
Receive mail/packages and coordinate mailings and correspondence;
Work with Officers to set up meetings, coordinate schedules, and assist with the general operation of the office and LEARN programs;
Maintain office supply inventory and order office/program supplies and equipment, as needed;
Maintain the professional appearance of the offices;
Translate program documents, as needed;
Maintain all organizational public relations material in print;
Assist in the planning and execution of events;
Organize and/or update program binders with forms and other information;
Create, copy, and distribute fliers, as needed;
Enter data, as needed;
Other related duties as assigned
 

MINIMUM REQUIREMENTS & QUALIFICATIONS:

Education and Experience:
At least two years of administrative office experience.

Language Skills:
Bilingual in Spanish. Strong bilingual writing skills.  

Computer Skills:
Competence with computer applications such as Microsoft Office, Adobe Acrobat, Filemaker Pro, and web-based communication tools, such as e-mail, social media, and Internet.

Other Skills:
Ability to communicate effectively with staff, supervisors, vendors, school staff, and others; Must be able to work as part of a team; Must be punctual, dependable, and responsive to supervision, and have an interest in the mission of the organization, to create a culture of learning and help youth achieve their highest potential

Excellent organizational skills, attention to details, and ability to use sound judgment.  Excellent interpersonal and communication skills.  Must be a team player.  Ability to communicate effectively with teachers, students, and parents. Must be punctual, dependable, and responsive to supervision. An interest in non-profit organizations helping youth achieve their highest potential.

Physical:
Must be able to lift and carry small loads (up to 25 lbs.) and stand for prolonged hours.

CONDITION OF EMPLOYMENT AND BENEFITS:
This position is classified as Part-Time Casual – hours of work will not exceed 29 hours per week. This position requires the candidate to be available for work Monday, Wednesday and Friday during business hours, 8:30 AM – 6:00 PM, including occasional evenings and weekends for LEARN-sponsored events. A specific 29-hour-per-week work schedule will be developed at the time of hire and revised, as needed.