Administrative Specialist

WHY WORK FOR US?
We are mission and values driven and your contributions will make a difference. We make a positive difference in people's lives and help an average of 23 people per week to find a place to live.

If you join us, you will be able to advocate for change while also working with influential people who effect changes in policy and devote time to issues of racial and social justice. We prioritize your work/life balance and provide various scheduling options in addition to generous time off, health, and wellness benefits and we're committed to helping you reach your potential by providing opportunities for professional growth across the state.

JR 4519
Administrative Specialist - Facilities & Operations
Los Angeles, CA 90004
Salary: $27.87 to $34.41 per hour
Pay Frequency: 24 Pay Periods Per Year
Full Time
Non-Exempt
Driving Required

PATH is seeking candidates passionate about helping others make a positive change in their lives to join our Facilities Management & Operations team as the Administrative Specialist - Facilities & Operations at the RHC office.

ABOUT PATH
Since its foundation in 1984, PATH (People Assisting The Homeless) has pioneered bold and effective approaches to assist people experiencing homelessness. PATH operates services throughout California, connecting our clients to a comprehensive continuum of homelessness prevention, street outreach, employment preparation and placement assistance, individualized case management, supportive services, interim housing, and permanent supportive housing.

ABOUT THE JOB
As part of the Facilities Management & Operations team, the Administrative Specialist - Facilities & Operations is responsible for managing and leading the overall administrative processes for the Facilities & Operations, department, Facilities, Maintenance, Security, Safety & Fleet. The Administrative Specialist will apply all facilities maintenance service principles, practices and methods governing janitorial & grounds, building, and equipment records, to comply with safety and sanitation standards, as well as applicable local, state and federal regulations. They will also assist in processing, maintaining, archiving and making recommendations to improve facilities/maintenance records, and systems.

Position Responsibilities:

• As directed by the Senior Director of Facilities & Operations, ensures facilities/maintenance escalation request are addressed and prioritized per SLA's.
• Assist with creating & maintaining current SOP's, updating, and maintaining department specific procedures.
• Extensive calendaring & email management for interdepartmental services, incl.
• but not limited to contractors & vendors, routine maintenance, emergency drills & debrief etc.
• Manage all vendor relations in coordination with Regional Facilities Manager, EHS Manager & Procurement.
• In tandem with Senior Director & AD of Facilities & Operations and EHS Manager, upkeep the FacOps section of the intranet aka eHub.
• Assist Senior Director of Facilities & Operations and IT Director with developing and implementing procedures for tracking company assets to oversee quality control throughout lifecycles.
• Incl but not limited to vehicles, security equipment, maintenance tools, etc.
• Manage with program and business department personnel to determine their vehicle requirements.
• Maintain vehicle registration to ensure all are up to date.
• Maintain records regarding vehicle repairs and produces cost analyses upon request.
• Manage PATH's Fuel network; issuance and deactivation of WEX approved gas cards, gas pins.
• Lead PATH's rental program via Enterprise, providing & deactivating access for individuals in need of a vehicle.
• Maintain vehicle records for systematic preventative maintenance processes; including but not limited to fleet & food truck compliance with DPH & DOT.
• Ensure documentation of all paperwork needed regarding vehicle accidents, maintains safety and efficiency standards through the design and implementation of the appropriate processes and procedures for the fleet associated functions, and provides monthly reports on vehicle safety to the Safety Committee.
• Manage the process for reporting of vehicle incidents to PATH insurance broker to ensure funds are disbursed appropriately.
• Lead the dispatch for all agency vehicles to repair facilities (i.e. mechanical and electrical repairs, etc.).

WHAT YOU BRING
We're looking for candidates with:

• Analytical Skills and Attention to Detail: Gather and interpret data, identifying trends, patterns, and insights to inform decision-making. Ability to consistently produce high-quality work, ensuring accuracy and precision in all tasks.
• Collaboration and Teamwork: Work effectively with others, seeking out and building positive working relationships with colleagues, participants, and stakeholders. Work effectively with others, contributing to team goals and recognizing the strengths and contributions of others.
• Communication: Convey information clearly and effectively (both verbally and in writing) to individuals and groups in a manner that informs, engages and maintains their attention.
• Creativity and Initiative: Take action and make decisions without being prompted, demonstrating a proactive approach to work and a willingness to take on additional responsibilities. Think outside the box, generating innovative solutions to problems or challenges.
• Critical Thinking and Problem Solving: Analyze and evaluate information and situations, identify key issues, consider alternatives, and make logical decisions based on sound reasoning that will achieve the desired outcome.
• Ethics and Boundaries: Maintain ethical and professional standards, demonstrating honesty, integrity, and a commitment to doing the right thing in all situations while maintaining professional boundaries.

PREFERRED QUALIFICATIONS

• Associates degree in a related field.
• Combination of education and experience may be considered

MINIMUM QUALIFICATIONS

• Three (3) years of experience in administration, business, facilities management or a related field.

MANDATORY REQUIREMENTS
Regardless of qualifications, candidates must:

• Have employment eligibility verification
• Have or be able and willing to obtain CPR/First Aid training
• Successfully complete the following as a condition of hire:
  • Tuberculosis Test
  • Background Screening
  • Drug Test

DRIVING
Driving is an essential function of this position. To meet the employment requirements for this role, all candidates must:

• Have reliable transportation
• A valid driver's license
• Proof of insurance and ownership for personal vehicles used during work duties
• The ability to qualify for PATH's insurance coverage

EMPLOYMENT ELIGIBILITY
Applicants must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa.

FLEXIBLE WORK
We are a California employer. Therefore, all regular and customary work must be performed within the state. Approval for work outside of the office, does not establish approval for work to be conducted outside of California.

WHAT WE OFFER
In addition to a rewarding work environment, we offer our employees a competitive benefits package that includes medical, dental and vision coverage, vacation and sick time, paid holidays, and a retirement plan.

READY TO MAKE A DIFFERENCE THROUGH ACTION?
If this position sounds like a fit, please submit your application today. A resume is required.

PATH provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, PATH complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

PATH will consider for employment all qualified Applicants, including those with Criminal Histories, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance.

PATH is dedicated to racial and social justice by centering equity in our service delivery and maintaining a diverse and inclusive work environment for the communities we serve. We seek awareness and insight from witnessing the stories of our clients and learning from the experiences of our staff to ensure impactful systems change. If people are empowered, they can bring their authentic, whole selves to work and when people feel like they belong, they can become part of a unified effort of ending homelessness for all.