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Office Administration Specialist

2 months ago

Santa Ana, California, United States CASA DE LA FAMILIA Full time
Casa de la Familia is seeking an Administrative Assistant to enhance our operational efficiency

Casa de la Familia is dedicated to addressing post-traumatic stress, anxiety, and depressive disorders through crisis intervention and comprehensive individual and family therapy. We collaborate with various social service agencies, law enforcement, victim advocacy groups, family resource centers, nonprofit organizations, and community service initiatives. Our primary focus is on serving underserved and underrepresented minority populations, ensuring that our services are culturally relevant and appropriate.

Position Overview

We are in search of a diligent in-person Administrative Assistant to undertake a range of administrative and clerical responsibilities. The role involves providing essential support to our management and staff, assisting with daily office operations, and overseeing general administrative functions. Key responsibilities include organizing travel and meeting arrangements, preparing reports, and maintaining efficient filing systems. The ideal candidate should possess outstanding oral and written communication skills and demonstrate the ability to organize tasks effectively using tools such as MS Excel and other office equipment. If you have prior experience as a Secretary or Executive Administrative Assistant and are familiar with our sector, we would like to connect with you. Ultimately, a successful Administrative Assistant will ensure the smooth and efficient daily operations of our office.

Key Responsibilities
  • Manage and direct incoming phone calls
  • Coordinate and schedule appointments
  • Organize meetings and take comprehensive minutes
  • Draft and distribute emails, memos, letters, faxes, and forms
  • Assist in preparing regular reports
  • Establish and maintain a filing system
  • Update and uphold office policies and procedures
  • Procure office supplies and research new vendors
  • Maintain updated contact lists
  • Arrange travel logistics
  • Process and reconcile expense reports
  • Provide general assistance to visitors
  • Serve as the primary contact for internal and external clients
  • Collaborate with executive and senior administrative assistants to address requests and inquiries from senior management
Required Skills
  • Demonstrated experience as an administrative assistant or office administrator
  • Familiarity with office management systems and procedures
  • Proficient in using office equipment, including printers and fax machines
  • Strong command of MS Office (particularly MS Excel and MS PowerPoint)
  • Excellent time management abilities and capacity to prioritize tasks
  • Detail-oriented with strong problem-solving skills
  • Exceptional written and verbal communication capabilities
  • Strong organizational skills with the ability to handle multiple tasks simultaneously
Qualifications
  • Fluency in Spanish
  • Completed coursework in psychology or sociology
  • Able to work in-person at the designated office location
Compensation

$18 to $20 per hour