Administrative Assistant

DIY Girls mission is to increase girls' and gender-expansive youth's interest and long-term success in technology, engineering and making through innovative educational experiences and mentor relationships. DIY Girls provides STEAM (Science, Technology, Engineering, Art, and Math) - based educational programs and workshops designed to promote girls’ engagement and exploration with technology, encourage self-confidence and support aspiration to technical careers.

Position Summary:

The Short-Term, Part-Time Administrative Assistant will provide direct support to the Associate Director of HR and Operations to ensure that day-to-day operations for the office function efficiently. This position will require someone to handle highly confidential information, have strong attention to detail, and be a self-starter who will require minimum oversight. This position will include components of office management, general administrative duties, as well as financial and HR compliance. 

This is a Short-term, Part-time (25-29 hours per week, Monday-Friday) employment opportunity with the possibility of growing into a permanent position in the future. It is a Non-Exempt level position. 

This position is currently a hybrid position (remote and in-person) during the weekdays and occasional evening and weekend events. The organization reserves the right to make changes due to business necessity. Our office is located in the City of San Fernando (Northeast San Fernando Valley region of Los Angeles).

Position Responsibilities:

Finance Office Administration

• Daily monitoring of office expenses, disbursements, and invoices.
• Mobile deposit, scan, and file all incoming checks.
• Prepare the expense and deposit form for approval and gather documentation for accounts payable and receivable on a weekly basis.
• Prepare and process employee expense and mileage reimbursements for approval on a monthly basis.
• Support with documentation for independent contractor agreements and W-9s; ensure contractors are paid on time.
• Maintain grant award letters, agreements, and confirmation of payments.
• Other duties as assigned due to business necessity.

Office Administration

• Greet all visitors as they enter – including signing for deliveries and receiving mail.
• Manage all organizational correspondence, collect incoming/outgoing mail, and respond to email inquiries.
• Act as a liaison with building management and facilities maintenance, including repairs, and general building matters.
• Coordinate, maintain, purchase, and organize kitchen and office supply inventory levels and order special purchases.
• Maintain office equipment.
• Support with staff birthday celebration tasks including purchasing cupcakes, gift cards, and greeting card distribution.
• Support with preparing for meetings for the organization and retreats.
• Other general office and administration tasks and duties as assigned due to business necessity.

Human Resources Administration

• Support with maintenance of employee personnel files and related databases including I-9 documentation.
• Perform customer service functions by filtering employee requests and questions.
• Other duties as assigned due to business necessity.

Qualifications:

All candidates should have a passion for DIY Girls’ mission, excellent organization skills and attention to detail, consistency and reliability, and be able to handle highly confidential information. 

Additional qualifications include:

• Preferred Bachelor's degree and/or 1-2 years of experience in an administrative role
• Independent, results-oriented, self-starter
• Excellent written and oral communication skills; ability to multitask
• Commitment to serving high-need communities
• Proficiency with computers, Google Suite, Microsoft Office, and office equipment
• Preferred bilingual in English and Spanish
• A background and reference check will be conducted: employment is contingent on satisfactory results of the background check
• Livescan Fingerprinting and T.B. Test will be required
• Must be willing to train in other areas as needed

Physical requirements:

• Prolonged periods sitting at a desk and working on a computer
• Must be able to push, pull, carry, and lift up to 20 pounds at times

DIY Girls is an Equal Opportunity Employer. It is the policy of DIY Girls to provide all persons with equal employment opportunities without regard to race, color, religion, sex, gender identity or expression, national origin, disability, age, veteran or marital status or any other characteristic protected by federal, state, or local law.