Administrative Assistant

About Housing Supportive Services

Our Housing Supportive Services program is dedicated to helping individuals facing chronic homelessness, homelessness, or those at risk of experiencing long-term homelessness. We provide tailored, client-centered support for individuals dealing with complex social and mental health challenges. The program is designed to foster housing stability through a strengths-based, person-centered model, respecting each individual’s lived experience, especially their history of homelessness. Service plans are collaboratively developed with tenants, focusing on their strengths, needs, and goals. By embracing a collaborative and empowering approach, we aim to promote independence, stability, and well-being for each individual.

Position Summary

The Admin Assistant provides essential administrative support to ensure the smooth and efficient operation of the Supportive Services department. This position is responsible for managing front desk duties, coordinating office functions, supporting staff with clerical tasks, and assisting with the maintenance of accurate records and files. As the first point of contact for visitors and callers, the Admin Assistant plays a vital role in creating a welcoming, organized, and professional environment that reflects the mission of the program.

Essential Duties And Responsibilities

The following are core responsibilities of the Compliance Manager, though this list is not exhaustive:

Administrative Support

• Provide general administrative and clerical support to program staff, including filing, copying, scanning, and data entry.
• Prepare correspondence, reports, meeting agendas, and other documents as needed.
• Maintain and update client records and staff files in accordance with program protocols and confidentiality standards.
• Assist with the scheduling of meetings, appointments, and training for program staff.

Front Desk & Office Coordination

• Greet visitors and clients in a welcoming and professional manner.
• Answer and route incoming phone calls, take messages, and respond to general inquiries.
• Manage mail distribution and shipping/receiving of packages and deliveries.
• Maintain the cleanliness and organization of office common areas, supply rooms, and meeting spaces.
• Monitor and replenish office supplies; place orders as needed in coordination with program leadership.

Data Entry & Documentation

• Input data into case management systems or spreadsheets as assigned.
• Assist with tracking attendance, scheduling logs, supply inventory, and other administrative records.
• Support staff with scanning, uploading, and organizing electronic documents.

Team Support

• Assist with organizing and preparing for internal meetings, events, and trainings.
• Provide clerical support for special projects, audits, and reporting requirements.
• Perform other duties as assigned to support the needs of the department.

Minimum Qualifications

• Education: High school diploma or GED required. Additional coursework in office administration or a related field preferred.
• Licensing/Certification: Valid California driver’s license and current auto insurance.
• Experience: At least one year of administrative or clerical experience in an office environment required. Experience in a nonprofit, healthcare, or social services setting is a plus.
• Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint). Experience with office equipment such as copiers, scanners, and multi-line phone systems. Familiarity with data entry or electronic filing systems.
• Communication Skills: Strong verbal and written communication skills. Ability to maintain confidentiality and interact professionally with clients, staff, and visitors. Organized, detail-oriented, and able to prioritize tasks effectively.

Physical Demands And Work Environment

The physical demands of this position are representative of what must be met by an employee to successfully perform the essential functions:

• Vision Requirements: Ability to see close vision, distance vision, color vision, peripheral vision, and adjust focus.
• Noise Level: Moderate noise level in the work environment.
• Accommodations: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.
• Regular Activities: Talking, hearing, using hands or fingers to handle objects, tools, or controls.
• Occasional Activities: Standing, walking, sitting, reaching, climbing, stooping, kneeling, crouching, or crawling.
• Lifting: Occasional lifting of up to 25 pounds.