Office & IT Support Assistant

Location: Main office (Downtown LA)

Compensation: $22 - $27 per hour, depending on experience

Hours: Full-time, Regular, Non-Exempt

Benefits: Comprehensive Benefits package includes – 

• Paid sick leave, vacation leave, and mental health days
• Paid holidays including your birthday and the week between Christmas and New Year's
• Full health coverage for employees through designated health plans
• Employer matching for 403(b) retirement plan
• Therapy stipend

Supervisor: Assistant Director of People and Operations

Background:

For 45 years, Little Tokyo Service Center (LTSC) has provided a safety net of social welfare and community development services to empower people and communities in need.  LTSC provides culturally and linguistically appropriate services to the Japanese American community in the Southland, builds multi-family affordable housing projects to uplift low-income neighborhoods of color throughout Los Angeles, and promotes equitable development and cultural preservation in the Little Tokyo neighborhood.

 

We are an Equal Opportunity Employer.  We do not discriminate on the basis of race, religion, color, sex, sexual orientation, age, national origin or disability.

Summary of Duties:

The Office and I.T. Support Assistant plays a vital role in keeping our main office running smoothly and providing support to staff, clients, and visitors. This position involves managing reception and office needs through clerical support, communication, and coordination with colleagues and vendors. The Office and I.T. Support Assistant provides day-to-day and project-based administrative support for the Operations Team, including our I.T. Manager. This position is fully in-person at our main office in Downtown LA.

Responsibilities Include: 

Main Office Front Desk 

• Greet and assist clients and visitors, including managing access to the parking garage, building, and office, and connecting them with the appropriate services or staff member. 
• Answer, screen, and direct phone calls to appropriate staff; take messages.
• Provide general help to staff, clients, residents, and visitors while maintaining professionalism and a respectful and supportive demeanor through intercultural and interpersonal competency.
• Assist with clerical tasks, such as mail and package distribution, managing meeting room reservations, tracking office lending items, set-up for onsite staff meetings, and data entry.
• Serve as a point of contact for staff for office and I.T.-related matters, and for the onsite security guard for site security matters, working closely with the Operations Team and onsite management to address and escalate issues as needed.

Operations & Main Office Support

• Provide onsite support as needed to colleagues covering the front desk. 
• Manage office needs and upkeep, including office supplies, maintaining office equipment, and ensuring clean and organized shared office spaces.
• Assist with coordination and communications around facilities issues/maintenance.
• Communicate office and parking policies and procedures to staff, address issues promptly, identify patterns, and escalate issues as needed to the Assistant Director of People & Operations.
• Coordinate maintenance and use of the agency vehicle, including driving the vehicle to maintenance appointments and communicating vehicle use policies and procedures to authorized staff drivers.
• Assist with management of agency cell phones, including processing upgrades, timely bill payment, and troubleshooting issues.
• Assist with Operations-related onboarding for new employees, including providing office access items, user accounts, and an office orientation.
• Assist with agency-wide event logistics and day-of event support.
• Support space planning and office organization projects, including an annual office-wide cleaning.

Information Technology (I.T.) Support 

• Train under the I.T. Manager to gain familiarity with organizational I.T. systems, policies, procedures, and cybersecurity best practices to more effectively assist with initial troubleshooting of I.T. issues.
• Work closely with and ensure timely and effective communication with the I.T. Manager, Operations Team, and impacted staff when addressing I.T. issues.
• Handle routine I.T. tasks, including addressing I.T. support requests, troubleshooting, user account administration, and hardware and software setup.
• Manage user accounts and troubleshoot issues for our VoIP phone system, Nextiva.

• Provide administrative support for I.T. projects, including scheduling/coordination and data entry.

Contribute to day-to-day operations of the Administration Department and LTSC as a whole 

• Contribute to ongoing learning for the team by sharing knowledge and information, with the goal of strengthening teamwork and ensuring consistent practices when coverage is needed.
• Embody the department’s guiding practices to maintain and create opportunities for departmental and organizational development and progress.
• Participate, volunteer, and attend organization and community events, including weekends, whenever necessary/expected.
• Support activities to advance the mission of LTSC to create positive change for people and places.
• Contribute, as deemed necessary and appropriate, to other activities related to the agency as a whole.
• Other duties as may be assigned by your supervisor.

Qualifications, Experience, and Skills:

• At least one year of administrative experience or an associate’s degree in a related field of study, such as Interdisciplinary Humanities/Social Science or Computer Science/Information Systems.
• Strong organizational skills, task management, and attention to detail.
• Strong written, verbal, and interpersonal communication skills.
• Strong problem-solving and diagnostic research skills; technical I.T. troubleshooting and I.T. support experience preferred.
• Customer service experience or demonstrated ability to handle conflict through de-escalation preferred.
• Experience working in a culturally diverse setting and demonstrated cultural competency skills.
• Proficiency with Google Workspace and strong ability to learn new software.
• CA driver’s license and ability to meet insurance driving record requirements for driving the agency vehicle: Minimum of 2 years driving experience; no major moving violations in the past 4 years; and in the past 3 years, no more than 4 total infractions, and specifically no more than 2 at-fault incidents, 3 minor moving violations, and 4 non-moving violations.
• Proof of eligibility to work in the United States.
  

Equivalent education or experience can be substituted for all minimum qualifications, except when legal requirements, such as a license/certification/registration, are required.

Essential Functions Statement: This position is responsible for the maintenance of the agency vehicle and will be required to drive the agency vehicle for maintenance appointments. Alternative transportation options would not be applicable to this essential job duty where driving is necessary due to time sensitivity, cost efficiency, or lack of comparable public transportation options. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position, in accordance with applicable law.