Administrative Assistant

Administrative Assistant

The Children's Aid Safe Way Forward Program (SWF) provides child welfare involved families affected by intimate partner violence (IPV) with comprehensive general prevention services, including case management, and therapeutic intervention services to address the IPV. This joint prevention-clinical service model offers comprehensive trauma-informed services to the whole family, including the survivor of IPV, the person causing harm (PCH), and children exposed to the IPV/DV in the home.

Our range of services includes in-home visitation, crisis intervention, case management, advocacy, trauma-informed individual counseling, group counseling/education, and referral to other appropriate services. The SWF program will serve a total of 65 families residing in the Bronx.

The Safe Way Forward Administrative Assistant will be responsible to provide duties related to fiscal accountability support, program compliance support, data tracking, and clerical support to SWF staff and leadership.

Essential Duties:

• Understand and promote the organization's Mission, Vision, and Core Values to ensure alignment with organizational policies and procedures.
• Provide reception coverage during office hours which includes but is not limited to greeting clients/visitors, answering the phone, taking and relay messages, maintaining visitor/client/employee sign-in log.
• Ensure all staff, clients and visitors entering the site comply with the re-entry health screening and safety protocols.
• Provide clerical support to program, i.e., filing, copying, mailing documents/correspondence.
• Maintain all client files, including liaising and coordination with teams.
• Review/check-list case records for accountability compliance, including filing and archiving of closed cases.
• Track and provide reports on timeliness of FASPs, progress note documentation and children seen each month.
• Prepare closed cases for storage using client database tracking.
• Assist with logistical coordination and preparation of client groups and events.
• Responsible for registration of staff for all internal and external trainings, workshops and conferences.
• Track and manage OTPS spending in collaboration with Program Director.
• Manage and coordinate payment for outside consultants and vendors.
• Assist with purchasing office supplies, group supplies and other program materials as needed.
• Manage emergency financial assistance requests for clients, including liaising with fiscal as needed.
• Responsible for tracking distribution of staff and client OMNY Cards, emergency financial assistance gift cards for food, clothing and other essential needs.
• Perform other duties as assigned.

Minimum Qualifications:

• High School Diploma or equivalent.
• Bilingual Spanish/English fluency preferred.

Key

Competencies:

• Strong organizational skills.
• Proficiency in Microsoft Office.
• Training and experience in working with families affected by intimate partner violence (IPV) in a trauma-informed setting preferred.
• Knowledge of the New York City IPV service system, public benefits, child welfare, housing system and other social services preferred.
• Strong oral and written communication skills.
• Experience working in a fast paced, multifaceted environment.
• Ability to work flexible hours on weekdays with approximately 1-2 days per week requiring evening hours.
• Ability to work independently, as well as contribute to a team.