• Job Description

  Req#: PROGR001684

  POSITION: Program Assistant

  DIVISION: Programs- Interim Housing

  LOCATION: North Hollywood, CA

  HIRING RATE: $20.60/hour

  SUMMARY OF THE ORGANIZATION

  LA Family Housing is a leading homeless service provider and affordable housing developer in Los Angeles. We believe that housing is a human right, and we are invested in driving forward the innovative solutions we know are effective in ending homelessness. With nearly 40 years of experience, we know what works: an individualized approach that combines a continuum of housing options enriched with supportive services. In 2021, we connected nearly 12,000 people with housing resources and supportive services every year. We also own or co-own 30 interim, affordable, and supportive housing properties and have over 700 additional units of permanent supportive housing in our pipeline.

  Our community-based approach allows us to influence how homelessness is addressed in Los Angeles and nationwide. We take tremendous pride in positioning our staff as national leaders in innovation, best practices, and policy within housing production and homeless services. From presenting at national conferences to facilitating service collaboration among providers in other regions, we equip our industry to effectively respond to homelessness and ultimately move more people home. Join this incredible team of changemakers and start making a difference in people’s lives today at LA Family Housing!

  SUMMARY OF RESPONSIBILITIES

  The Program Assistant is responsible for handling administrative responsibilities for LAFH’s Programs teams. Program Assistant duties and responsibilities involve providing administrative support to ensure efficient operation of the office, including but not limited to: preparing reports; supporting managers and employees through a variety of tasks related to organization and communication; and being responsible for confidential and time sensitive material. This role should be familiar with a variety of the field's concepts, practices, and procedures, and have an ability to effectively communicate via phone and email, ensuring that all duties are completed accurately and delivered with high quality and in a timely manner. This position requires a high level of technological proficiency, organizational efficiency, and a willingness to be a member of a team. Multi-tasking while maintaining complex schedules and managing administrative support, is essential in this position. The Program Assistant should be resourceful, a good problem solver, and organized.

  SPECIFIC DUTIES

  • General office management
  • Tracks and submits reimbursements and payment requests to Finance
  • Assists with audit preparation as needed
  • Provides quality customer service to guests when covering the front desk, and responds to questions and requests for information
  • General reception tasks, including answering and directing phone calls, relaying messages when necessary
  • Supports staff with data entry by tracking all daily participant activity logs and
  • Provides updates and reconciliation as needed of staff self-reported productivity from daily logs and generated Homeless Management Information System (HMIS) reports
  • Reviews and reconciles all vehicle/mileage logs for the LAFH vehicles assigned to LAFH Outreach Teams
  • Sorts mail of Outreach participants and coordinating with Outreach staff for participant mail distribution.
  • Organizes and schedules appointments and meetings as requested
  • Generates email, correspondence memos, letters, and faxes
  • Assists in the preparation of regularly scheduled reports as needed
  • Supports staff with meeting preparation
  • Maintains program office supplies and orders additional supplies as needed
  • Additional tasks, projects, and responsibilities as assigned by supervisor

  ACCOUNTABILITY AND REVIEW

  Position Reports To: Director of Interim Housing

  Performance Review: Annual

  DIRECT REPORTS

  Number of employees receiving work direction: Zero (0)

  Position titles reporting to position: Zero (0)

  MINIMUM QUALIFICATIONS

  KNOWLEDGE AND SKILLS

  • Fluent in English required; fluent in Spanish preferred
  • Typing, numeric keypad, and computer skills (e.g. Excel, Word)
  • Excellent verbal and written communication skills; strong organizational skills
  • Ability to manage time effectively and meet deadlines
  • Team player with customer service orientation

  OTHER

  • Maintain and execute confidential information according to HIPAA standards
  • Obtain and maintain CPR/First Aid Certification
  • Ability to pass post-offer Tuberculosis (TB) clearances
  • Travel is a regular duty for this position and is required 5-10% of the time
  • Use of a personal vehicle to travel between worksites and other locations is required
  • Must have and maintain a valid California Driver’s License and auto insurance in good standing
  • Ability to work a 9/80 work schedule

  EDUCATION AND EXPERIENCE

  • High School Diploma or GED
  • At least one (1) years of administrative/clerical experience

  EMPLOYMENT CLASSIFICATION

  FLSA STATUS: Non-Exempt

  PAYROLL STATUS: Hourly

  WORK SCHEDULE: Full-time

  PHYSICAL DEMANDS, ENVIRONMENTAL CONDITIONS, EQUIPMENT

  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. Employee may be in contact with individuals and families in crisis who may be ill, using substances, and/or not be attentive to personal health and safety for themselves. The employee may experience a number of unpleasant sensory demands associated with the client’s use of alcohol and drugs, and the lack of personal care. The employee must be ready to respond quickly and effectively to many types of situations, including crisis situations and potentially hostile situations. Employee is required to:

  Walk and climb stairs; Handle, finger, grasp, and feel objects and equipment; Reach with hands and arms; Communicate, receive, and exchange ideas and information by means of the spoken and written word; Be mobile by moving oneself from place to place quickly and easily; Repeat various motions with the wrists, hands, and fingers; Be able to have visual activity for (including, but not limited to) administrative and clerical tasks; Drive personal vehicle in and around Los Angeles County and periodically transport clients; Be able to enter various buildings that may require climbing stairs; Be subjected to outside environmental conditions; Use a personal and/or laptop computer, and copy, postage and fax machines. Complete all required forms in personal writing.

  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. If you require an accommodation, please make sure to inform the Human Resources Department by the first week of employment. If an accommodation is not required at the time of employment, but is later required, you must inform the Human Resources Department of the need for accommodation at the time it is needed.

  WHAT WE OFFER:

  Health, Dental, Vision, Life Insurance, 403B Retirement Plan, 529 Education Savings Plan, Long Term Disability, Employee Assistance Program, Flexible Spending Accounts (FSA), Legal Access Plan, Employee Appreciation Program, Company Sponsored Employee Events, Staff Development, 9/80 Alternative Work Schedule, Paid Sick, Vacation and 13 Observed Holidays, Public Service Loan Forgiveness Program Eligibility and more!

  EQUAL EMPLOYMENT OPPORTUNITY

  LAFH is committed and proud to provide equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran.

  FAIR CHANCE ACT

  LA Family Housing will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if LA Family Housing is concerned about conviction that is directly related to the job, you will be given the chance to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting the California Department of Fair Employment and Housing’s Fair Chance Act webpage.

  Qualifications

  Education

  Required

  High School

  Experience

  Required 1 year

  Administrative/ Clerical experience

• About the company

  LA Family Housing (LAFH) helps people transition out of homelessness and poverty by providing a continuum of housing enriched with supportive services. Since 1983, LAFH has become one of the largest comprehensive real estate developers and homeless ser...

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