RHAS/RSS Administrative Assistant

HAMBURGER HOME INC•Los Angeles, CA

2d•$21 - $21•Onsite

About The Position

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.

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
High school diploma or equivalent preferred
Valid CA driver’s license
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

Nice To Haves

Experience as a customer service representative or administrative assistant, preferred social services agency experience.

Responsibilities

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.