Youth Policy Institute

  • Administrative Clerk- Fieldtrip, Events & Orders

    Job Locations US-CA-Los Angeles
    Job ID
    2018-3632
    # of Openings
    1
    Category
    Administration
    Job Type
    Regular Full-Time
  • Overview

    The Youth Policy Institute (YPI) is seeking a full-time Administrative Clerk- Fieldtrip, Events & Orders for its Expanded Learning department (EXL). The Administrative Clerk's main function is to assist in the coordinating, tracking and processing of all EXL orders. This position reports to the Assistant Director and works alongside the Events and Fieldtrips Program Specialist.
     
    Responsibilities may include but are not limited to:

    Responsibilities

    • Review bus requests and handle all data entry related to bus reservations for EXL field trips.
    • Coordinate bus reservations with various bus companies.
    • Handle daily phone calls related to bus issues.
    • Serve as liaison with various bus companies regarding invoicing and payment.
    • Verify order information for accuracy prior to placing orders.
    • Prepare purchase and check request documents in order to process payment for field trips, events and other EXL orders.
    • Inform EXL staff of order information, such as confirmation numbers, shipping status, shipping dates, etc.
    • Deliver orders to headquarters, as needed.
    • File copies of submitted orders and track their progress.
    • Update fieldtrip tracking system with all relevant updates on an ongoing basis.
    • Research and obtain quotes from various vendors, as needed.
    • Research and/or negotiate low cost or free opportunities for after school events and fieldtrips.
    • Prepare reports, as needed.
    • Provide regular status updates and communicate needs and/or concerns.
    • Other duties as assigned.

    Qualifications

    • High School diploma required; college degree desirable.
    • One year of relevant work experience in processing orders.
    • Strong attention to detail.
    • Excellent analytical and organizational skills.
    • Ability to operate with minimum supervision.
    • Excellent time management skills.
    • Ability to prioritize and deliver planned results in a fast-paced environment.
    • Proactive communicator, problem solver and goal oriented.
    • Deadline-oriented with the ability to multitask and handle various projects and responsibilities.
    • Ability to work with varied populations, such as vendors and colleagues.
    • Ability to establish relationships and work cooperatively with vendors.
    • Ability to think critically and strategically.
    • Strong written and verbal skills.
    • Ability to adapt rapidly in response to changing information or funding needs.
    • Must pass a criminal background check (Live Scan fingerprinting) prior to beginning employment.
    • Must present proof of negative Tuberculosis skin test (Mantoux) prior to beginning employment dated within 60 days.
    • Access to reliable transportation to transport training materials to various sites. If applicable, will be required to provide current driver’s license, proof of acceptable driving record (current H-6 DMV printout), and proof of liability auto insurance.


    Work Schedule

    • Full-time hours, will be required to be on-call with no waiting period on weekends, early mornings and/or evenings. 

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