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.