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(213) 381-2931

ADMINISTRATIVE ASSOCIATE

Schedule: Monday – Thursday, 6am – 3pm; flex Friday, 6am – 2pm

Pay rate: $24.00 Hourly

JOB SUMMARY:

Under the supervision of the Director of Supportive Housing Programs, the Administrative Associate oversees Program Assistants and works in collaboration with the Supportive Housing Programs (SHP) Leadership team. The Administrative Associate will cultivate the talent of the team to provide high-quality support to clients and partners and employ a whatever-it-takes approach to services.

ESSENTIAL JOB DUTIES:

  1. Provide reception services, manage and direct incoming phone calls, greets visitors, ascertains nature of business, signs-in visitors and direct visitors to the appropriate person, issues visitor’s
  2. identification when required, and enforces the visitation guidelines.
  3. Provides budget monitoring, such as evaluating expenses, monitoring fund accruals, and invoice coding and processing.
  4. Advanced knowledge of Microsoft Office including Outlook, Word, Excel, and PowerPoint.
  5. Effectively prioritizes numerous requests and incoming information, ensuring an appropriate level of urgency is given to each.
  6. Highly developed written and oral communication skills; able to compose high-level memos, emails, and documents using best practice business writing principles.
  7. Utilize a trauma-informed/harm reduction/housing first and solution-oriented model when working with clients
  8. Ensure alumni follow-up surveys are completed and appropriate supportive services are offered to alumni as necessary.
  9. Maintain data and document tracking systems by entering data and monitoring accuracy.
  10. Complete weekly, monthly and annual reports.
  11. Hire, train, direct, supervise, develop, evaluate, and performance manage the daily activities of staff in accordance with Supportive Housing Programs policies and directives.
  12. Assist with maintaining resident files by filing, organizing, and logging documents.

SECONDARY JOB DUTIES:

  1. Provide crisis intervention to residents and develop safety plans to assist residents with making safe choices.
  2. Actively participate in mandatory trainings, in-services, and meetings.
  3. Maintain a healthy and safe therapeutic environment for all residents.
  4. Assist with the operations of the lobby when necessary.
  5. Assist during emergency situations. Direct emergency response personnel, residents, and staff. Assist with evacuating the building if necessary.
  6. Participate in the Continuous Quality Improvement (CQI) of the agency.
  7. Communicate through fax, telephone, and e-mail with other service providers when appropriate.
  8. Maintain confidentiality as required by St. Anne’s, Licensing, HIPAA, and other regulatory agencies.
  9. Other duties as assigned

QUALIFICATIONS:

  1. Bachelor’s Degree in Behavioral Science is preferred.
  2. Bilingual in Spanish/English is preferred.
  3. Good oral, written, and organizational skills.
  4. Must possess and maintain a valid California Driver’s License and a driving record acceptable to the agency’s insurance carrier.
  5. Physical ability to perform Pro-ACT, administer first aid/CPR, and operate an Agency motor vehicle.
  6. Ability to independently use a computer and the ability to learn necessary computer programs.
  7. Ability to receive and implement constructive feedback.
  8. St. Anne’s values the dignity and worth of every person we serve. Employees are expected to support children’s emotional and social development by encouraging understanding of others and promoting positive self-concepts. All employees must have the ability to treat those served by our agency in a caring and respectful manner, mindful of individual differences and cultural, ethnic, and socioeconomic diversity.
  9. As providers of social services, St. Anne’s employees work with clients dealing with complex emotional and mental health issues, many of whom are facing significant personal crises on a daily basis. Employees must remain aware of any personal emotions, transference, and/or countertransference that may hinder the ability to remain professional. As such, employees are expected to maintain composure during all interactions and crisis situations, implement a self-care plan, and utilize crisis communication to deescalate client crisis and prevent any serious bodily injury or harm.

PHYSICAL DEMANDS:

  1. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job: While performing the duties of this job, the employee is frequently required to walk, use hands to finger, handle, or feel objects, tools, or controls, and talk or hear. The employee is often required to stand and sit; reach with hands and arms; and stoop, kneel, crouch, or crawl.
  2. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
  3. Employees may occasionally be required to drive a motor vehicle.
  4. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

HOW TO APPLY

Internal Candidates (who have been in their current position for at least six months) may submit a Transfer Request Form to Human Resources.

Standard Mail

St. Anne’s Family Services – Human Resources
155 N. Occidental Blvd.
Los Angeles, CA 90026
Fax: (213) 385-1533

Via email: resume@stannes.org

You may send your resume as a part of the body of your e-mail or attach it as a Microsoft Word document or PDF file.

Once a resume or application is submitted to St. Anne’s it is screened and processed. PLEASE DO NOT CALL to inquire about the status of your resume. If you are deemed a good fit for any of our current openings, we will contact you for an interview.

Please note, St. Anne’s conducts a physical, including tuberculosis and drug screen; fingerprinting and background check which includes Child Abuse Index, FBI and Department of Justice, as well as reference checks.

Thank you for your interest in St. Anne’s!