Position: Administrative & Hot Line Assistant
Status: Non-Exempt, Fulltime
Responsible to: Program Coordinator
Purpose: To provide organized clerical support for activities inclusive of word processing, simple accounting, donor relations, statistical data collections and reporting for all programs, support shelter staff during client intake process with answering hot line phone calls. Provide be comfortable providing direct services to survivors of family violence and/or sexual assault and their families. Must be able to exercise discretion and independent judgment.
Responsibilities: • Answers all incoming calls providing information, screening and diverting to required parties or voice messaging. • Perform required needs assessments, short-time resources, referrals, case management and advocacy to victims of domestic violence and sexual assault • Provide crisis intervention services on the hotline or face-to-face if required • Answers emergency hotline and provides crisis intervention, information/referral and connects callers with advocates as needed. • Greets vendors, donors, volunteers, clients or guests at the front door. • Opens, sorts, date stamps and routes mail per agency policy/procedure. • Maintains office supplies/inventory and advise when ordering is required • Collates, files, prepares documents and monthly reporting with donor database. • Responsible for typing office correspondence, donation receipt letters/cards and other office projects as assigned • Attend, set-up, assist with needed organization of CRT and take minutes for all • Operate various office equipment and reports, as required, on phones, doors, computers, copier/fax, etc. • Assists Board of Directors and Executive Director with fundraising efforts as assigned. • Attends and participates in scheduled staff meetings and staff trainings as directed by supervisor. • Maintain Job Applications & Resume file and onboarding process for all new hires • Monitors camera system in front office & reports unusual concerning or safety situations to Facility Manager/ Program Coordinator. • Assists Board of Directors by preparing monthly packet, attend BOD meetings and keeps minutes, maintains Board of Directors contact info, committee info, maintains board personnel files, etc. • Maintain clear and professional boundaries with clients • Daily monitoring and optimization of office flow and communication between departments • Performs related duties as assigned by Executive Director.
Adherence to Crisis Center Policy:
1. Employee must demonstrate knowledge of and performance in accordance with the philosophy of compassion, caring and respect of the welfare and dignity of others, including clients of agency, as well as staff and volunteers.
2. Must embody the values of trauma informed care on an agency wide level and perform all duties with a victim centered approach and discipline.
3. Must display a non-judgmental acceptance of all clients/volunteers/staff/co-workers.
4. Maintain professional communication with all staff and clients.
5. Commit to a providing and/or supporting staff in providing empowerment based, voluntary services.
6. Maintain and support a culture of staff wellness by creating a professional rapport in working relationships, displaying appropriate and consistently positive attitude, and remaining composed during stressful situations.
7. Always employ strategies of problem solving and smart, efficient solutions identifying new and improved ways of delivering the highest quality services to agency clients.
8. Ask for assistance when needed.
9. Maintain client and agency confidentiality and client privilege.
10. Maintain knowledge of current family violence and sexual assault laws. The above job description reflects the general duties considered necessary to describe the principal functions of the job as identified and shall not be considered a complete listing of all work requirements that may be inherent in the position. Additional duties will be added and assigned on an as needed basis
Qualifications: High School diploma with 1 year of clerical experience. Must have exceptional skills in Microsoft Office programs, Word Press and Social Media. Must possess exceptional organizational skill and be knowledgeable of commonly used concepts, office practices, procedures and equipment. Type 50 words per minute accurately. Must be able to lift 35 lbs. and work well with others.
This job description is not intended to be all inclusive, and the Crisis Center reserves the right to revise or change job duties as the need arises. Job descriptions do not constitute a written or implied contract of employment.