Victim Advocate Assistant

Starting Pay: $21.00- $28.00

Location: City Heights

Hours of Work: T.B.D.

Status/ Hours: Full Time/Non-Exempt

Summary

This position reports directly to the Director of the Victim Assistance department and assists in managing the office and handling duties for the Director. The ideal candidate for this job is resourceful, a good problem solver, reliable, open to change, organized, and work well in a fast paste environment. This position will be responsible for providing administrative support by implementing systems, procedures, policies, and monitoring administrative projects.

 

Responsibilities (are not limited to):

 

Daily tasks:

• Communication with Director – discusses and works on priorities every day.

• Maintain calendar; schedule, cancel or reschedule and confirm appointments

• Retain confidentiality- Limit information given over the phone.

• Maintain client documents and files in the office – keep organized, in a secure space and updated

• Answer phone, forward and take messages. Check voicemail daily and return calls in 24 hrs.

• Do client screenings and intakes

• Updates Client, Meetings, Training, and Contacts Lists every day.

• Prepare files or documents for next day appointments and leave them on Directors’ desk.

• Organize files, donations, office supplies and office common areas.

• Fax documents/make copies under Directors’ direction

• Update database of clients and cases (General HT list and Quickbase)

• Conserve Director’s time by reading, researching, and sending correspondence; drafting letters and documents; initiating phone calls

•  Safe at Home and Victim Compensation program enrollments as needed

Occasional tasks:

• Update Human Trafficking list and map with each new client enrolled

• Update Referral Information Guide often.

• Send monthly report to Director at the end of the month. (Summary of clients and case types)

• Attend monthly meetings and committees at the discretion of the Director

• Outreach to other La Maestra departments and locations – give info/flyers/cards

• Notifies supervisor when department brochures or business cards are needed.

• Compiles data and prepares reports, documentation and necessary information for grant partners and Board of Directors

• Resolves administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions.

• Updates departmental forms (intake, receipts, contracts etc.)

• Prepares meeting materials and assists with the development of presentations/events

• Updates agreements and contracts (MOU’s) with partner organizations.

Additional Duties and Responsibilities

1. Attend staff meetings

2. Performs other duties as assigned.

Job Requirements

Education: Bachelors’ Degree

Certification required: Current valid CPR certification.

Experience: At least two (2) years working in administrative or front desk position and in a non-profit setting. Experience working with victims of DV / HT

 

Verbal and Written Skills to perform the job: Familiarity with basic word processing, spreadsheet, Microsoft Excel, and database applications. Accurate keyboarding skills.

Technical knowledge and skills required to perform the job: Excellent verbal, written and interpersonal communication skills and the demonstrated ability to work with diverse individuals and groups. Demonstrate high levels of self-initiation and direction. Knowledge of communities we serve. Skill in analyzing situations and making timely decisions. Proficiency in Microsoft excel.

 

Physical and Mental Requirements: Work involves sitting, talking, hearing, using hands to handle, feel or operate objects, tools, or controls, and reaching with hands and arms. The employee may be required to push, pull, lift, and/or carry up to 20 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

La Maestra Community Health Centers is an Equal Opportunity Employer. We encourage applications from all individuals regardless of race, religion, color, sex, pregnancy, national origin, sexual orientation, ancestry, age, marital status, physical or mental disability or any other protected class, political affiliation or belief.