South Valley Administrative Assistant

South Valley

Position Summary: Perform open/close of office, front reception and administrative duties and perform intakes, crisis intervention counseling, and necessary data entry, file maintenance for all scheduled and walk-in clients of the South Valley Program. 

Hours: Primarily 8:15 am-5:30 pm Monday-Friday, some evenings and weekends occasionally

Reports to: South Valley Operations Manager 

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

Starting Salary: $13.50 hr. Depending upon education and experience

Essential Duties:
  • Cover front desk, take messages, donations and schedule new clients as needed.
  • Meet with all new clients of the South Valley Program to perform initial intakes including screening and explanation of paperwork and services available.
  • Provide initial information, advocacy, support and referral to clients in order to stabilize immediate situation.
  • Respond to service assessments via phone and walk-in clients, including providing crisis intervention, education, and assistance with petitions for order of protection.
  • Complete necessary paperwork, refer client to case manager or domestic violence advocate, enter initial identifying information into data base, and complete closure paperwork and data entry.
  • Courteously and immediately greet and assist clients and public.
  • Give general information on La Casa, Inc. programs and services.
  • Schedule client appointments and follow-ups with case manager and program staff and provide reminders to clients of appointments.
  • Keep respective staff abreast of cancellations and reschedules.
  • Provide assistance to staff as requested.
  • Perform minor cleaning duties to maintain safety and attractive appearance of the facility.
  • Provide all services in an empathic manner, providing guidance, motivation and encouragement according to trauma informed guided principles.
  • Assist with maintenance of reporting requirements for department as needed.
  • Maintain supply of needed client forms.
  • Document daily client activity into data entry system.
  • Receive internal referrals and maintain the South Valley client list.
Administrative Duties:
  • Complete necessary paperwork, refer client to case manager or domestic violence advocate, enter initial identifying information into data base, and complete closure paperwork and data entry.
  • Maintain compliance with funder requirements in delivering services and completing all required documentation and maintaining organized and completed client files.
  • Operate telephone system and assist clients with faxing/scanning/e-mailing of paperwork.
  • Check clients in for appointments and provide client with required paperwork.
  • Take minutes for program meetings.
  • Sort and distribute mail.
  • Provide survey link to clients and assist with technology access to survey.
  • Have visitors sign confidentiality statement.
  • Enter data into database regarding all incoming donations.
  • Generate thank-you letters for cash and in-kind donations.
  • Provide administrative support to South Valley Operations Manager.
  • Maintain accurate files and keep all paperwork filed timely.
  • Maintain necessary office supplies, and complete monthly Sam’s orders.
Training:
  • Attend staff meetings and in-service trainings.
  • Stay current on best practices when working with domestic violence victims and offenders assuring that services reflect those practices.
  • Attend seminars and trainings approved by supervisor
Additional Duties:
  • Ability to drive agency vehicle on a daily basis.
  • Assist in receiving donated clothing, furniture and other items by helping unload donations when available.
  • Issue donation receipts to donors.
  • Assist with educational presentations on domestic violence issues withing the community as well as assist with tabling’s and other specialized trainings.
  • Monitor cameras periodically.
  • 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.
  • Aptitude for dealing 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 GED required.
  • Experience:  A minimum of two (2) years full-time (can be volunteer or paid) administrative including front desk reception experience. Prior experience in domestic violence field is preferred. 
  • Substitution of education/experience: NONE.
  • Language: Bilingual in English/Spanish is required to effectively communicate with mono-lingual clients.
  • Licenses/Certifications: Valid driver’s license and satisfactory driving record. Current CPR Certification.
  • Insurance Requirements: Must be at least 25 years of age per agency driving policy.
  • Other: Post-offer drug/alcohol screen, TB test, background check. Current COVID vaccination record or qualified exemption from vaccine required prior to hire.
  • Warm, empathetic, and non-judgmental with demonstrated ability to maintain healthy boundaries with clients and staff.
Job Category: Administrative Assistant
Job Type: Full Time
Job Location: Anthony NM

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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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