Unit Assistant - TEMPORARY

JVS SoCal•Palmdale, CA

48d•Onsite

About The Position

This position is a temporary position until 12/31/2026. The Unit Assistant will greet the public and clients, log contacts, and direct them to the correct staff member. They will also answer phones, log calls, and transfer them to the appropriate staff member. Responsibilities include receiving, scoping, sorting, logging, and distributing incoming mail, faxes, and preparing OAP files. The role involves preparing outgoing mail, faxing, scanning, and copying documents, and retrieving information when requested. Case file management is a key duty, including storing historical or deregistered cases, imaging and validating case files, requesting files from offsite storage, and preparing case files for auditing. The position requires ensuring office equipment is properly maintained and serviced, and maintaining participant files. The Unit Assistant will update and maintain spreadsheets for tracking, type documents, reports, and correspondence, and manage projects such as Time Studies and customer survey form collection. Cashier duties include controlling and issuing cash aid as authorized and in compliance with Maximus Procedures Manual and the County of Los Angeles. Distributing supportive services through EBT is also a responsibility. The role involves maintaining files, reports, and logs in compliance with LA County Cashiering procedures and audits, and performing scheduler activities. Assisting with event planning, monitoring, ordering, and maintaining office supplies, and performing work-related errands are also part of the duties. The Unit Assistant will participate in internal and external audits and perform other duties as assigned by management. Travel for training throughout the county may be required.

Requirements

The ability to successfully perform in a fast-paced, deadline-oriented work environment.
Must be accurate, detailed oriented and possess good follow-through skills.
Must have good business writing and communication skills.
Experience working with diverse communities, such as underrepresented and underserved communities.
Proficient with MS Office (Word, Excel, PowerPoint, and Outlook).
Knowledge of computer systems and general office equipment.
Type 40 wpm.
Must be able to successfully execute many complex tasks simultaneously.
Must work as a team member as well as independently.
Ability to work well with the public, including culturally and linguistically diverse and disadvantaged populations in a courteous and effective manner.
Reliable transportation. May require travel to run errands such as the post office and banks.
Must pass criminal and background screenings prior to hire, during employment and promotions.

Nice To Haves

Bilingual capabilities are a plus for this position.

Responsibilities

Greet public and clients, log contact and direct them to the correct staff member.
Answer phones, log calls and transfer to the appropriate staff member.
Receive, scope, sort, log and distribute incoming mail, faxes and prepare OAP files.
Prepare outgoing mail for distribution. Fax, scan and copy documents. Retrieve information when requested.
Responsible for case file management including, but not limited to storing of historical or deregistered cases, imaging and validating case files, requesting files from offsite storage and preparing case files for auditing purposes.
Ensure office equipment is properly maintained and serviced.
Maintain participant files including, scoping, filing, and preparation for offsite storage and retrieval.
Update and maintain spreadsheets used for tracking such as CIA log; AVC requests, requests for GRAMS and non-compliance.
Type documents, reports and correspondence.
Manage projects such as Time Studies and customer survey form collection, data entry and submission.
Perform cashier duties such as accurately controlling and issuing cash aid as needed and authorized, by the GSS/GAIN management and in compliance with Maximus Procedures Manual and the County of Los Angeles.
Distribute supportive services to participants through EBT as needed and authorized, by the GSS/GAIN management and in compliance with Maximus Procedures Manual and the County of Los Angeles.
Maintain files, reports and logs in compliance with LA County Cashiering procedures and audits.
Perform scheduler activities including scheduling participants from the MUAP list, preparation of reports, LRS/Cal SAWS updates.
Assist with event planning and implementation.
Monitor, order and maintain office supplies.
Perform work related errands as requested such as going to the post office and bank.
Participate in internal and external audits including, but not limited to Cashiering and PICO audits.
Performs other duties as may be assigned by management.
May be required to attend training throughout the county.