Administrative Support Specialist

14 hours ago

Aliso Viejo, California, United States Laura's House Full time
Job Summary

The Administrative Assistant provides administrative and operational support to the Corporate Office/Domestic Violence Resource Center. S/he shall be the first contact community members make with Laura's House. The primary accountabilities of this position are to (1) direct telephone calls and walk-in clients to appropriate staff and referrals and (2) provide administrative support to the Corporate Office/Domestic Violence Resource Center.

Key Responsibilities
  1. Answer telephone calls and direct clients to appropriate staff and referrals.
  2. Maintain the front office and assist walk-in clients and clients with appointments.
  3. Schedule client appointments and ensure the completion of all client registration forms.
  4. Maintain separate Cal Works client files and update data entry system program.
  5. Collect client fees and make weekly deposits to the Corporate Office.
  6. Document clients' program participation and completion.
  7. Update group schedules and sign-in rosters weekly.
  8. Enforce the Corporate Office/Domestic Violence Resource Center's policies and procedures.
  9. Serve as the site's safety monitor.
  10. Enter and compile statistical data for contract and other reporting requirements as needed.
  11. Provide administrative support to the Corporate Office as needed.
  12. File, fax, and copy as needed.
  13. Distribute faxes and interoffice mail.
  14. Other duties as assigned.
Additional Responsibilities
  1. Represent the agency in a positive, professional manner at all times.
  2. Maintain confidentiality of all clients, staff, volunteer, and agency information.
  3. Maintain a tidy, organized work area.
  4. Participate in agency functions as a participant or presenter as needed.
  5. Ability to work closely and cohesively with other departments.
  6. Flexible hours as needed.
Requirements
  1. Minimum 2 yrs administrative/customer service experience required.
  2. Upon hiring, attend & complete the State Certified 40-hour Domestic Violence training.
  3. Basic and/or intermediate knowledge of Spanish preferred.
Knowledge, Skills, and Abilities
  1. Intermediate computer skills in Microsoft Word, Outlook, and Excel.
  2. Excellent oral and written communication skills.
  3. Ability to solve practical problems in a quick and timely manner and interpret a variety of instructions furnished in a written or oral form.
  4. Ability to stay calm and friendly under pressure.
Job Qualifications
  1. Valid driver's license, reliable transportation, and appropriate insurance.
  2. Finger Printing by DOJ and TB Test.
  3. Employees are occasionally required to stand; walk; sit; use hands to finger; handle or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; talk or hear; and taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

This description reflects the principal functions of the job for the purpose of job evaluation. It should not be construed as a detailed description of all work requirements of the job nor shall be construed as giving exclusive responsibility for every function described.

Laura's House is committed to providing a work environment that is free of discrimination. It is the policy of Laura's House to conduct our relations with employees and applicants for employment based on merit without regard to race (including traits historically associated with race, including, but not limited to, hair texture and protective hairstyles such as braids, locks, and twists), color, citizenship status, religion (all aspects of religious beliefs, observance or practice, including religious dress or grooming practices), creed, political affiliation or belief, sex (including pregnancy, childbirth, breastfeeding or related medical conditions), sexual orientation, age, gender (including gender identity and gender expression), gender transitioning, physical or mental disability, physical handicap, national origin (including language use restrictions and possession of a driver's license issued under Vehicle Code section 12801.9), marital status, ancestry, medical condition, genetic characteristics, genetic information, military or veteran's status, status as a victim of domestic violence, sexual assault, or stalking, updating personal information based on a lawful change of name, social security number, or federal employment authorization document, Employee's receipt of public assistance (such as Medi-Cal), or any other protected status in accordance with the requirements of all Federal, State and local laws prohibiting discrimination. Company policy also prohibits unlawful discrimination based on the perception that anyone has any of those characteristics or is associated with a person who has or is perceived as having any of those characteristics. Discrimination can also include failing to reasonably accommodate religious practices or qualified individuals with disabilities where the accommodation does not pose an undue hardship.

The Company is committed to compliance with all applicable laws providing equal employment opportunities. This commitment applies to all persons involved in the operations of the Company and prohibits unlawful discrimination by any employee of the Company.

Pay discrimination between employees of the opposite sex or different race or ethnicity performing substantially similar work, as defined by the California Fair Pay Act as amended and federal law, is prohibited.

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