Administrative Assistant

Summary 

Reporting to the Community Based Services Manager, the Administrative Assistant is responsible for receiving all visitors at the front desk of the business office, responsible for data entry and providing support in creating grant reports, and general administrative support, as assigned.  The Administrative Assistant also supports clients interested in Legal Advocacy and Clinical services, and the Personal Empowerment Program (PEP).   

Duties and Responsibilities 

• Administrative

  • Provide administrative support in tracking grants and completing grant reports. 

  • Produce rough and final copies of correspondence, reports, forms, charts, and other printed materials. 

  • Enter and maintain accurate and complete data into the Human Options’ databases (Efforts to Outcomes and VistaShare) and assist in preparing monthly statistical program reports.

  • Greet, welcome, and assist guests, clients, donors, etc., as well as keep resource material located in lobby areas updated.

  • Monitor the agency’s main line to direct the calls. 

  • Monitor shared email account and respond Community Based Services calls and emails. 

  • Complete monthly credit card reconciliation and invoicing to funders. 

  • Ordering office and program supplies. 

• Program  

  • Refer clients to available internal and external community resources, information, and services.  

  • Monitor and screen prospective clients from the Personal Empowerment Program (PEP) referrals list, the Counseling Waitlist, and the Legal Advocacy Waitlist received through ETO and determine the appropriateness for services. 

  • Assess the level of history of violence experienced, aid in basic safety planning. 

  • Schedule intake appointments or services based on the survivor’s demographics and grant guidelines. 

  • Organize and maintain active and terminated client files and support Community Based Services with the annual file archive process. 

• Associate degree or commensurate work experience required. 

• Bilingual English and Spanish preferred. 

• One year of data entry experience. 

• Excellent written and verbal communication skills.  

• Ability to analyze and input data with accuracy. 

• Understanding issues and challenges of domestic violence and knowledge of principles of crisis intervention. 

• Proficiency in Microsoft Office, including Outlook, Word, and Excel and working knowledge of computer database program entry and report generation. 

• Complete the 40-hour Domestic Violence Advocate certification training post-hire. 

Prospective employees must pass a background screening to the satisfaction of the agency prior to placement. Since background screenings take time to complete, applicants are encouraged to apply early. 

We are an equal opportunity employer and value diversity at our organization.  We strongly encourage survivors of domestic violence to apply. We strongly encourage applicants of diverse race, color, age, religion, gender, gender identity, sexual orientation, national origin, marital status, veteran status, disability status, or any other status protected by federal, state, or local law to apply.  All employment is decided based on qualifications, experience, merit, and business needs.