Administrative Assistant (Temp)

About PLN  

Founded on Skid Row in 1980, Para Los Niños (PLN) partners with more than 10,000 children, youth, and families each year through integrated education, wellness supports and advocacy, addressing individual and systemic barriers to create pathways to success. In addition to operating early education centers, charter elementary and middle schools, youth workforce development sites and family services, PLN is the only children’s mental health provider in the Skid Row neighborhood. PLN's community transformation work brings together community members, community-based organizations, city and county agencies, elected officials, and businesses to tackle issues that impact PLN families. Ninety-three percent of families served by PLN live in areas with the highest levels of food insecurity and homelessness in L.A. County. 

Position Overview   - Temporary Position until June 30, 2026 

Under the supervision of the Youth Workforce Services Program Director, the Administrative Assistant will provide clerical and administrative support to the Program Director and program staff. This position is responsible for general clerical duties, including scheduling appointments, transferring phone calls, taking messages, ordering supplies, check requests, travel arrangements, greeting office visitors and typing or word processing of letters, reports and other forms.    

Duties   

• Monitor phone inquiries, receive visitors and respond to direct requests for information and/or forward messages to appropriate staff.    
• Answer incoming telephone calls; determine the purpose of callers and forward calls to appropriate personnel or department.   
• Maintain files of all incoming/outgoing correspondence, memos, and any other documentation relevant to the services rendered by the program.  
• Type and translate (English/Spanish) letters, reports and other program material as needed.  
• Maintain and monitor roster of participant files in accordance with required CDD guidelines.  
• Assist Program Director in communication with subcontractors, partner agencies and CDD.  
• Gather data and prepare required reports, and/or other program reports in an accurate and timely manner. 
• Assist with any special projects related to the overall operation of the program. 
• Processing and monitoring of check, reimbursement requests and purchase orders; and careful filing of receipts.
• Booking travel and hotel arrangements as needed.
• Excellent organizational skills (oral and written) and the ability to excel at details, multi-tasking and working under pressure.   
• Maintain inventory and distribution of office supplies, participant supportive services and equipment.
• Maintain master calendar of meetings and staff schedules.
• Assist with event logistics, including scheduling meetings, notifying attendees of event details, maintain distribution lists, coordinating refreshments, and ensuring required facility/equipment is available. 
• Provide administrative support to staff; copying, filing, faxing and large-scale mailings.
• Maintain and update database(s) as needed.
• Must have the ability to nurture respectful relationships with clients and must be sensitive to the client cultural and socioeconomic characteristics.
• Attend, record and transcribe minutes of collaborate and staff meetings.
• Ensure that YWS offices are kept organized.
• Follows up/ensure projects are completed as planned, identifying deadlines for reports and contracts.
• Assists Director in preparing for presentations, including performing internet research, drafting editing as needed; creating Power Point presentations as needed; and program support as needed. 
• Carries out mission, vision, and values established by the President/CEO and Board of Directors. 
• Participate in the overall agency accreditation/ continuous quality improvement processes. 
• May perform other duties as directed by Program Director.  

Knowledge, Skills, Abilities, and Other Characteristics 

• Bilingual English/Spanish desirable.  
• Excellent oral and communication skills. 
• Ability to work with diverse populations. 
• Ability to work collaboratively and effectively with students, families, administrators, colleagues, community, and other school system staff in a non-traditional, inner-city environment. 
• High school diploma or equivalent.  
• Minimum of two (2) years paid office experience. 
• Must be organized, flexible, detail oriented, and creative.  
• Strong commitment to the mission, policies, goals and philosophy of Para Los Niños.   
• Typing skills 35 wpm.
• Excellent organizational skills and the ability to excel at details, multi-tasking and working under pressure. 
• Must be proficient and skilled use of software programs such as MS Word, PowerPoint, and Excel.   
• Excellent organizational skills (oral and written) and the ability to excel at details, multi-tasking and working under pressure.
• Previous experience with working within city or county systems a plus.
• Experience in WIA preferred. 
• Successfully pass all post offer, pre-employment screening requirements, including criminal background check, drug test and provide proof of eligibility to work in the United States. 
• Current certification in CPR/First Aid. 

Physical Requirements   

To perform this job the individual must be able to carry out all essential functions satisfactorily.    

Reasonable accommodations may be made to enable qualified individual with disabilities to perform the essential functions of the job.     

• Approximately 50% of time is spent sitting, while frequently required to walk, stand and bend.  
• Must be able to speak and hear well.    
• Good vision is imperative.   
• Occasionally required to stoop, kneel, crouch or crawl.    
• Employee will be required to lift and/or move up to 25 pounds without assistance . 
• TB test clearance to be renewed every two years.  
• Verification of Immunizations required by the California Department of Health (Pertussis, Measles and Influenza).  
• DOJ clearance and all other required background checks.  
• Understanding of and ability to use technology such as data systems, pay roll systems, and other agency required programs.  

Expectations for All Para Los Niños Staff  

Candidates for employment at Para Los Niños, regardless of position, will consistently demonstrate the following:   

• Unwavering belief in and commitment to fulfill the mission of Para Los Niños.  
• Deep commitment to the success of all PLN students and families.  
• Commitment to excellence and high standards -- for self, students, and colleagues.  
• Continuous learning by engaging in reflection, self-assessment, and individual professional development.  
• Use of data to inform decisions and drive continuous improvement.  
• Ability to thrive as a member of a collaborative team.  
• Self-motivation and initiative with solutions-oriented disposition.  
• Belief in and ability to develop respectful relationships with families and children informed by the students’ cultural and socioeconomic characteristics.  
• Excellent oral and written communication skills.  
• Ability to effectively handle challenging situations.  
• Comfort with basic Microsoft Office applications and a curiosity and propensity to push own adoption of new technology and approaches.  
• Regular, punctual attendance and professional appearance.   

Para Los Niños is an Equal Employment Opportunity Employer     

It is the established policy of Para Los Niños (PLN) to provide equal employment and advancement opportunities to all qualified applicants and employees without discrimination with regard to race, religious belief (including dress or grooming practices), color, sex, sex stereotype, pregnancy, childbirth or related medical conditions (including breast feeding), age, national origin (including possessing a driver’s license issued under Vehicle Code § 12801.9), ancestry, sexual orientation, gender identification and expression, transgender status, physical or mental disability, medical condition, genetic characteristics, genetic information, family care, marital status, enrollment in any public assistance program, status as military, a veteran or qualified disabled veteran, status as an unpaid intern or volunteer, or any other classification protected by law. PLN also prohibits discrimination based on the perception that anyone has any of those characteristics or is associated with a person who has or is perceived as having any of those characteristics.