Job Description

Administrative Assistant

Peace Over Violence is a non-profit organization committed to building healthy relationships, families, and communities free from sexual domestic and interpersonal violence.

Wages
$24.73 - $25.83 an Hour / $45,000 - $47,000 Yearly 
Full-time, Non-Exempt 

Benefits
Health (partial payment), Dental, and Vision. Generous Vacation and Holiday Allowances 

Location
Metro (Los Angeles) and Pasadena (WSGV) 

Summary
Peace Over Violence is looking for a dynamic, dependable, multi-tasking individual with a professional yet welcoming demeanor to join our team. The ideal candidate will possess strong front desk reception experience, excellent communication skills, and the ability to interact effectively with both clients and staff. This role requires someone who is organized, approachable, and able to handle various administrative tasks while providing outstanding customer service to our guests and survivors of violence. 

The Administrative Assistant will support the daily operations of the organization by providing critical administrative assistance to various departments, including the data and Fiscal Department. The role includes office tasks such as data entry, filing, and assisting with administrative duties for the fiscal department, and helping to ensure smooth operational workflows. This position also serves as a front-line point of contact, offering a welcoming and supportive presence to all visitors and callers, especially those in crisis. 

This role requires the ability to handle high call volumes, manage a fast-paced environment, and provide immediate support and triage to individuals experiencing crisis situations. Compassionate communication and de-escalation skills are essential for this role. The candidate must be willing to take on additional administrative tasks as needed to support the operations of the organization. 

Responsibilities and Duties:

 Administrative:  

• Handle a variety of office tasks such as filing, generating reports, reservations, setting upmeetings, maintaining office supply inventory and reordering office supplies.

• Provide real-time scheduling support by booking rooms for appointments and preventingscheduling conflicts.

• Answer and Screen phone calls, route callers to the appropriate party, and manageincoming communications professionally, particularly during high call volume times.

• Assist with front desk reception duties by greeting and assisting guests in a friendly andhelpful manner.

• Maintain polite and professional communication with clients and visitors via phone, email,and in person.

• Anticipate the needs of others to ensure a seamless and positive experience for visitors,clients, and staff.

• Oversee and coordinate mail delivery for POV staff & sublease tenants.

• Assist with sublease tenant management, including room scheduling and logistics coordination.

• Support administrative needs at our co location office in Pasadena one or twice a week.

Office and Timesheet Management:  

• Assist in maintaining and tracking employee timesheets, ensuring accuracy and timelysubmission and keeping files for each employee.

• Ensure the office environment remains organized, tidy, and presentable at all times.

• Assist with office cleanliness and organization, including maintaining the kitchen area byensuring it stays clean, stocked, and ready for use.

• Handle general office maintenance tasks to promote a welcoming and professionalenvironment.

Support for Crisis Calls and Triage:  

• Manage high call volume, including providing immediate triage for callers in crisis orrequiring urgent assistance.

• Assess and respond to individuals in crisis with empathy, professionalism, and a calmdemeanor.

• Provide necessary referrals and connect clients to appropriate services within theorganization.

• Offer support and guidance to individuals experiencing emotional or psychological distress,following established protocols.

• Triage survivors of trauma, ensuring proper referrals are made for further support.

• Collect and document survivor/walk-in information for follow-up and continuous services.

Fiscal Department Support:  

• Provide administrative assistance to the Fiscal Department, including organizing financialdocumentation, processing invoices, and assisting with filing.

• Assist with scanning, uploading and filling documents for fiscal department.

• Help ensure that all financial data and documentation is accurately filed and easilyaccessible.

• Support fiscal operations with data entry and clerical tasks as needed.

Qualifications:

• High school diploma required, associate or bachelor’s degree in business, administration, orrelated field preferred.

• At least 2 years of experience in a receptionist or administrative role with strong people skillsand customer service experience.

• Experience in providing administrative support to fiscal or financial departments is a plus.

• Ability to handle high call volume, including managing crisis situations and providing triageand referrals.

• Compassionate, calm, and professional communication skills, especially when interactingwith individuals in distress or crisis.

• Strong proficiency in Microsoft Office Suite, especially Excel.

• Excellent verbal and written communication skills, with the ability to interact respectfully andcompassionately with clients and team members.

• Exceptional attention to detail, organizational skills, and ability to multi-task effectively.

• Must complete or have completed POV's 82-hour training and maintain current sexualassault continuing education training requirements.

• Ability to work collaboratively as part of a team with other agency staff and volunteers.

• Must have reliable transportation.

• Computer literacy required.

• Bilingual in Spanish and English, with the ability to communicate effectively in bothlanguages.

• This role also requires the ability to lift and carry items weighing up to 25 pounds.
  

To apply

Applicants may submit a resume and cover letter to Yvette Lozano, Chief Program & Operations Officer at yvette@peaceoverviolence.org
No phone calls, please.

Peace Over Violence encourages applicants from a diverse pool of candidates including candidates of color, candidates with disabilities, candidates who identify with the LGBTQ community and others. 

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