RHAS/RSS Administrative Assistant

RHAS/RSS Administrative Assistant

Franklin - Los Angeles, CA 90046

Overview

Salary Range $21.00 - $21.00 Hourly Position Type Full Time Job Shift Day Travel Percentage None Category Nonprofit - Social Services

Description

Aviva Family and Children's Services Mission Statement Aviva believes every child and every family in our Los Angeles community deserves the chance for a brighter future. We provide compassionate support, therapeutic services, and guidance to at risk children and families.

Job Summary Under the direction of the Relative Home Assessment Services (RHAS) and Relative Support Services (RSS) Program Director, the RHAS/RSS Administrative Assistant greets callers and visitors to the Franklin facility. Aside from operating the telephone, maintains departmental databases; organizing and updating spreadsheets, help maintain office and files, assist with ordering items needed for clients; assist/completes weekly and monthly invoices; coordinates office supply ordering, and assisting the RHAS/RSS counselors with community resources.

Essential Functions

• Provide a helpful, welcoming, and culturally sensitive environment to all callers and/or visitors to the Franklin office.
• Screen calls and provide information regarding the program.
• Maintain departmental databases for both RHAS/RSS contracts in SharePoint, Binti and EXYM.
• Open and close cases ensuring all demographic information is uploaded accurately.
• Create and maintain RHAS/RSS files, opening and closing physical charts and updating spreadsheets.
• Assist in completing purchase orders, tracking orders and preparing weekly and monthly RHAS/RSS invoices.
• Assist with incoming and outgoing RHAS/RSS referrals weekly.
• Tracking and reaching out to caregivers and collaborating with other CBO/DCFS partners
• Schedule meetings and appointments as directed by Director of RHAS/RSS, not limited to CPR/First aid outreach/tracking for RHAS Spanish speaking caregivers.
• Compile RSS/RHAS Monthly Reports and POM data
• Create and maintain RFA Trainings Sign in sheets and creating Zoom email invites/meetings
• Maintain bi-weekly office supply inventory order
• Print all necessary packets for the RHAS/RSS Team such as Training Packets, Orientation, and Intake folder for each program
• Process CPR Invoicing monthly and redirect documents to appropriate staff
• Mail out RHAS/RSS Evaluation Surveys and track responses on the appropriate databases
• Assist with drafting agenda and transcribing minutes during weekly team meetings and share with team.
• Actively participate in quality improvement projects
• Sensitive and responsive to the cultural differences among the agency's client population
• Works to promote and support justice, equity, diversity, and inclusion at all levels in the organization.
• Works to promote a trauma-informed work environment.

The Administrative Assistant will take on special projects or additional duties as assigned by the Director of RHAS/RSS.

Qualifications

Competency Requirements -Ability to speak, read, write and understand English -Ability to speak, read, write and understand Spanish -Ability to work effectively as a member of a team -Must have excellent oral communication skills -Must be computer literate and proficient with most common software -Must have extremely good judgment

Education and Experience -High school diploma or equivalent preferred -Experience as a customer service representative or administrative assistant, preferred social services agency experience.

Certifications/Licenses -Valid CA driver's license

Additional Requirements -Tuberculosis clearance -Department of Justice/Fingerprint clearance -Satisfactory completion of health screening -Proof of legal eligibility to work in the United States -Satisfactory driving record

Physical Demands While performing the duties of an RHAS/RSS Administrative Assistant, the employee is frequently required to sit, and use their fingers to manipulate a keyboard or writing instrument. The employee is occasionally required to walk, stand, bend and lift objects heavier than twenty pounds. The employee is rarely required to drive or run.

Work Environment

This Job Description has been developed to identify some of the duties and responsibilities of this position. It is not intended to limit or encompass all duties and responsibilities of the position.

Aviva Family and Children's Services at its sole and absolute discretion, expressly reserves the right to modify, supplement, delete or augment the duties and responsibilities specified in this and all job descriptions.