Job Description

Job Description

Job Description

Role and Responsibilities The Administrative Assistant, under the direction of the Program Coordinator shall provide administrative support services that will assist in the effective and efficient operation of the organization by: Overseeing the use and management of the unit. The following are a list of duties to support the operations of the Prevention Unit: Order, and track supply spending, inventory supplies at multiple sites; contract filing of records, support client data upload on a weekly and monthly basis; collect and submit staff timesheets and other unit correspondence; provide support with proposal document gather, and research, agency representation as needed, and perform other administrative and clerical duties as directed. This position is expected to come into the office and is to have a personal vehicle or agency vehicle for supplies, and documentation transportation and to attend in-person meetings.

ASSISTING THE PREVENTION DIRECTOR and COORDINATORS BY (70%):

• Assist in the preparation of Unit contract and related reports, correspondence, spending and billing as assigned;
• Coordinate the acquisition of orders, program and office supplies for the HIP team, including tracking, organizing and inventory of harm reduction supplies at sites;
• Assist with monitoring of programmatic spending lines
• Maintaining contract and related filing and documentation systems.
• Gather signatures and submit charge reports, check requests and timesheets;
• Deliver unit and/ or agency related documents.
• Assist with correspondence deadlines for contract submission documents;
• Assist in fund seeking and proposal gathering process

ASSISTING IN UNIT OPERATIONS BY(25%):

• Record and distribute coordinators’ and unit meeting minutes;
• Coordinate with IT/Admin on building and IT related needs;
• Coordinate logistics for unit-wide or program specific meetings, travel, and special events.
• Maintain the unit’s administrative, personnel and communication systems.
• Cross coordinate other building site support as needed.

OTHER ADMINISTRATIVE AND CLERICAL DUTIES AS DIRECTED (5%):

• Understand proper use of photocopiers, reception, printers, computers, and assist staff when needed.
• Participate in agency Trainings and Meetings.
  Qualifications and Education Requirements
• Minimum Two years of college education related to field or equivalent work experience related to position.
• Must be able to perform Word and Excel applications.
  Preferred Skills
• Knowledge in the lay out of use of spreadsheet applications for budgets, and cost calculation and allocation.
• College level writing and comprehension skills.
• Knowledge of local, state, and federal public policy regarding community health and youth issues.
• Bilingual or bicultural capabilities with Los Angeles County threshold languages: Arabic, Armenian, Cantonese, Farsi, Urdu, Khmer (Cambodian), Korean, Mandarin, Russian, Spanish, Tagalog, Vietnamese, and other Chinese languages.

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