Office Assistant

Description

Boys & Girls Clubs of Carson’s Mission:

The Boys & Girls Clubs of Carson (BGCC) offers our young people a safe environment where they can have fun and be themselves, dedicated adult mentors who respect and listen to them, and outcome-based programs that empower youth to become lifelong learners.

Job Summary

The Administrative Office Assistant is responsible for managing the schedules and communications of the VP of Operations and team. This role key skills must include organization, attention to detail, time management, independence, professionalism, and customer services. The role ensures the office protocols are followed by staff and guests. Ultimately, the role contributes to the efficiency of the organization by providing personalized and timely support to the office staff, site staff, and visitors.

Job type: Part-Time 

Schedule: Monday-Friday, 20-25 hours per week, 1:00pm-6:00pm

Location: Administrative Office 

Setting: Front Desk, Office Assistant 

Pay rate: $21-$22 hourly

Reports to: VP of Operations 

KEY ROLES (Essential Job Responsibilities)

Leadership

•  Create a system in which administrative office team can perform at their best by creating clear goals and expectations related programs and operations.
•  Communicate and explain BGCC policies and procedures and support their consistent implementation within the administrative office.

Programs and Operations

•  Act as the point of contact among executives, employees, and external partners.
•  Manage information flow in a timely and accurate manner. Manage executive calendars, schedule meetings, and attend meetings to take notes when requested.
•  Support purchasing of supplies across departments. Prepare and format internal and external communications, including memoranda, emails, presentations, and reports.
•  Create flyers and announcements for both internal and external distribution. Document relevant standard operating procedures and assist with training staff on those procedures.
•  Organize and maintain the office filing system inclusive of timely proper disposal.
•  Research products and/or services needed to enhance administrative and operations procedures.
•  Support other duties as assigned.

Office Management

•  Ensure team follows admin office protocols daily and collaborates with VP of Ops as needed for maintenance, repairs, etc.
•  Maintain office supply inventory as well as promote and enforce admin protocols to keep office clean and free of clutter.
•  Ensure printer is stocked and functioning properly. Create copies, scan files, etc.
•  Dispose of trash and recycling bin daily.
•  Screen and direct phone calls and receive and distribute correspondence.

Human Resources & Compliance

•  Assist new hires with obtaining and troubleshooting access to LAUSD, myBGCA, and Outlook accounts, and promptly remove access for separated employees as directed.
•  Assist in leading different employee wellness activities including celebrations, team building and recognition activities.
•  Assist with providing new uniforms to staff and ensure inventory is kept up to date.
•  Support in creating/updating organization tracking tools and ensuring these are up to date and shared with appropriate leadership teams. Track technology and equipment distributed to staff in collaboration with the Senior Director of Operations.

Requirements

Skills/Knowledge Required

•  Excellent skills and experience with Microsoft Word, Excel, PowerPoint, and Outlook, working with databases and internet research. Demonstrated commitment to supporting the mission, vision, and values of Boys & Girls Clubs of Carson through the performance of assigned duties.
•  Exhibit professionalism and integrity through superior written and verbal communication skills.
•  Exceptional skills in the areas of organization, attention to detail, time management, and ability to manage multiple tasks, define and set priorities and problem solve.
•  Ability to take initiative with projects to work both independently and in a team.
•  Familiarity with office equipment and applications (e.g., e-calendars and copy machines)
•  Discretion and confidentiality

Education and Experience

•  Minimum 1-year work experience as an Office Assistant or similar role.
•  Prior non-profit work experience a plus.

ENVIRONMENT AND WORKING CONDITIONS

Tasks are regularly performed with moderate exposure to environmental conditions such as dirt, dust, pollen, odors, wetness, humidity, rain, fumes, and temperature and noise extremes.

PHYSICAL REQUIREMENTS

This position generally involves light physical work, including periods of standing and occasional stooping, kneeling, crouching, or crawling. The employee may also occasionally lift, carry, push, or pull objects and materials of moderate weight. These activities must be performed only to the extent necessary to carry out the position’s essential functions, with or without reasonable accommodation.

The position also requires the ability to remain stationary while working at a computer for prolonged periods and to use computers, standard office equipment, and job-related software to enter, retrieve, review, and communicate information. The employee must be able to communicate effectively in written and verbal English as necessary to perform the position’s essential functions, including preparing correspondence and reports, participating in meetings, interacting with staff and visitors, and responding to telephone and electronic communications, with or without reasonable accommodation.

DISCLAIMER

The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, nor to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications and objectives required of employees assigned to this job.