FASH Administrative Assistant

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 AVP of Foster and Adoption/Supportive Housing, the Relative Home  Assessment Services (RHAS) and Relative Support Services (RSS) Program Director, or the  Foster and Adoption Director, the FASH Administrative Assistant; will be responsible for organizing and updating spreadsheets, help maintain office and files, assist with ordering items needed for clients; assist/completes weekly and monthly invoices; and other activities

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Essential Functions
• Provide a helpful, welcoming, and culturally sensitive environment to all callers and/orvisitors to the Franklin office.
• Help maintain departmental databases for both FFA and RHAS/RSS contracts inSharePoint, Binti and EXYM and Extended Reach .
• Open and close cases ensuring all demographic information is uploaded accurately.
• 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
• Facilitate trainings and training packets for resource parents
• Print all necessary packets for teams such as life books, Resource parent manuals, 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 adoption billing documents
• Sensitive and responsive to the cultural differences among the agency’s client population

The Administrative Assistant will take on special projects or additional duties as assigned by the AVP of FASH.
 

Competency Requirements
-Ability to speak, read, write and understand English
-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

Delegates Authority To
N/A

Physical Demands

While performing the duties of the FASH 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.

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.