BIP (Batterer’s Intervention Program) Administrative Assistant

Position Summary:  Responsible to conduct intakes and to facilitate the efficient operations of the BIP office by performing a variety of clerical and administrative duties. Assist in supervision of assigned volunteers with La Casa’s BIP Program.

Hours: As assigned, 8:30 am-5:30 pm Monday-Friday, some weekends and off hours are required

Reports to: BIP Supervisor

Condition of Employment:      Full-Time, Grant Funded Contingent upon funding

Essential Duties:

Services:
  • Manage all incoming calls, walk-ins, and referrals.
  • Assist with the scheduling of intakes, orientations, quarterly reviews and exit interviews.
  • Conduct intakes as per weekly intake protocol scheduling approved by BIP supervisor and or SSD director.
  • Create and maintain intake file folders ready for intakes and all document packets utilized for new participant orientation presentations.
  • Meet with new clients when conducting initial intake and clearly explained purpose of each form as well as participant and program expectations.
  • Provide support, advocacy and referrals if needed based on individual participants needs and circumstances.
  • Explain the reduced fee level system to all new participants, in the event participant is experiencing financial hardship when enrolling in the program.
  • In the event participant is “deemed victim” of domestic violence, be prepared to staff case with supervisor and/or department director while ensuring proper referrals to Non-Residential services, medical facility, law enforcement and or the courts need to be done. (and ensure referral agent be provided with letter stating participant has been deemed victim.
  • Fulfill reporting requirements for department including, but not limited to BIP referral intake data, Caponera, and data for end of the year Annual Recertification Application.
  • Responsible for all data entry, regarding attendance, payment records, referrals, terminations, court documents.
  • Ensure all facilitators complete participants sign-in sheets that reflect payment and attendance are filled out daily and have weekly reviews to ensure they are listed in the Chronos internal tracking system.
  • Create and maintain intake file folders and orientation packets.
  • Maintain any BIP program forms needed by the Facilitators for proper distribution to participants.
  • Provide follow-up support as determined through client intake to other internal or local services as needed.
  • Provide educational presentations on domestic violence issues to community organizations and groups as well as assist with tabling’s and other specialized trainings.
  • Provide all services in an empathic manner, providing guidance, motivation and encouragement according to trauma informed guided principles.
Administrative Duties:
  • Maintain necessary office supplies, and complete monthly Sam’s orders.
  • Prepare purchase requisitions for any office and or cleaning supplies.
  • Complete necessary file paperwork refer client to required program(s), and enter initial identifying     information into data base, complete termination paperwork/data entry.
  • Participate in file reviews, and any court required reports or referrals.
  • Compile data and assist in completing all required documentation in a timely manner, to include monthly and quarterly reports and particularly on terminated files, for the Annual Recertification Application.
  • Maintain compliance with funder requirements in delivering services and completing all required documentation and maintaining organized and completed client files.
Training:
  • Attend staff meetings and in-service trainings.
  • Stay abreast of best practice when working with offenders of domestic violence and ensure services reflect those practices.
  • Ongoing professional development including keeping abreast of recent trends and developments regarding domestic violence and advocacy as they pertain to the clients served by La Casa.
  • Attend seminars and trainings approved by supervisor.
Additional Duties:
  • Assist supervisor with oversight of interns and volunteers as assigned.
  • Be an active and engaging participant on agency wide events including but not limited to: NDVAM in October and the Holiday Bazaar in December
  • Conduct service assessments on a rotational basis as assigned.
  • Provide help and assistance in donations area as needed.
  • Cover the front office as assigned.
  • Assist in providing childcare as needed.
  • Other duties as assigned.
Expectations:  
  • Promote excellent internal and external customer service at all times.
  • Follow all safety rules and guidelines and maintain a neat, safe, organized workspace.
  • Assist donors with unloading items into carts and pushing carts to outside donations area as needed.
  • Pick up bags or boxes of donations from outside front area or lobby area to maintain clear paths.
  • Aptitude for interacting with people; strong problem-solving abilities; emotional identification with others.
  • Maintain strict confidentiality per agency policy.
  • Demonstrate positive role-model leadership and work cooperatively with others.
  • Model respect, understanding and appreciation for all people.
  • Exhibit skills in comprehending, interpreting and supporting the organization.
  • Ability to succeed in and contribute to a team environment.
  • Ability to multi-task, prioritize and work under pressure without losing sight of objectives.
  • Ability to communicate effectively with others.
  • Ability to work independently.

Qualifications:

  • Education:   High School Diploma or equivalent.
  • Experience: A minimum of two (2) years full-time (can be volunteer or paid) experience in an administrative position. Must be proficient with computer word processing and spreadsheet programs and phone systems. Ability to work with a diverse and resistant population.
  • Substitution of education/experience: None.
  • Language: Bilingual in Spanish/English required to effectively communicate with mono-lingual clients.
  • Licenses/Certifications: Valid driver’s license and satisfactory driving record.
  • Insurance Requirements: Must be at least 25 years of age per agency driving policy.
  • Work Environment: Work primarily sedentary and performed indoors in temperature-controlled environment, involves everyday risks or discomforts that require normal safety precautions and safe work practices.  Requires frequent close vision work with computers and various forms/paperwork, some walking, standing, bending, carrying of light items up to 25 lbs. Frequent interactions with staff and clients requires ability to participate in oral conversations in person and by telephone.
  • Other: Post-offer drug/alcohol screen, TB test and background check.
  • Warm, empathic, and non-judgmental with demonstrated ability to maintain healthy boundaries with clients and staff.
Job Category: Administrative Assistant
Job Type: Full Time
Job Location: Las Cruces NM

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© 2022 La Casa Inc.

We welcome all survivors of domestic violence. La Casa, Inc. does not discriminate on the basis of race, religion, national origin, gender, age, gender identity, sexual orientation, marital status, mental or physical ability, citizenship, or primary language.

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