Office Assistant (Slauson)

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Provide a welcoming and professional atmosphere for clients, visitors, guests, and staff; greet and assist individuals in person and by phone
• Perform a variety of clerical tasks, including data entry, filing, copying, running errands, assembling and labeling files and binders, revising documents, and collecting client documentation and fees
• Regularly monitor fax and copy machines to ensure they are operational for staff use; shred documents as appropriate
• Answer, screen, and direct incoming calls; help ensure callers are connected with the appropriate staff member or external partner agency; and track referral calls as needed
• Direct and provide information to visitors and clients
• Prepare letters, flyers, calendars, and mailings as assigned
• Maintain order and neatness in the reception area, playrooms, conference rooms, Slauson children’s library, and other common areas
• Maintain and update shared calendars for in-person and virtual meeting room requests; support staff with special meeting room, conference line, and Zoom meeting arrangements
• Maintain and update accurate logs for key and credit card check-out
• Organize and distribute incoming mail for both Slauson Avenue office suites and perform Wagner site mail pick-up and drop-off, including reporting to Wagner first each day
• Perform the timely and accurate processing and distribution of incoming mail, including USPS, courier, and intra-office mail
• Create postage for outgoing mail, update postage logs for Finance, process incoming checks (including parent fees and donations), prepare parent receipt letters, and coordinate with identified colleagues to ensure accurate coding of incoming funds
• Help facilitate fire, earthquake, and lockdown drills
• Assist with event coordination, including reserving space, ordering food, preparing flyers and sign-up/in materials, assembling participant packets, managing RSVPs and reminders, coordinating with external presenters or entertainers, preparing check requests, and tracking evaluations
• Provide written and verbal English/Spanish translation support, as needed
• Receive program enrollment and recruitment applications and route them to the appropriate staff, as needed.
• Support programs as requested
• Maintain and restock parent flyers and resource materials in the front lobby, ensuring information remains current.
• Assist with Allies program file reviews in preparation for audits as needed
• Send staff birthday emails
• Maintain Slauson site inventory of general office and kitchen supplies; place orders, distribute, and store supplies.
• Support office safety and maintenance by submitting internal work orders, as needed, to the Early Care and Education Administrative and Facilities Coordinator for issues not addressed through property management
• Assist with general office organization and administrative support
• Maintain reliable attendance, punctuality, professionalism, and courteous conduct while working and representing Allies
• Maintain confidentiality standards and appropriate boundaries with all clients, staff, volunteers, and others
• Act in accordance with the Agency’s and program’s mission, values, and expectations
• In accordance with our “team” philosophy, the person filling this position may occasionally be required to carry out or assist with other tasks in addition to the duties listed on this job description