Program Assistant -FBS (49453)

JOB SUMMARY:

Provides administrative support to staff within the department.

ESSENTIAL JOB DUTIES:

1. Cover all desks at St. Annes as needed.
2. Greet and direct families and guests at the reception desk.
3. Manage and direct incoming phone calls.
4. Update and maintain the master rosters and contact lists for the four programs in FBS.
5. Collect, organize, and file documentation for all programs in Family Based Services.
6. Create and discharge files in a timely manner.
7. Maintain facility and IT needs for FBS by utilizing the Maintenance and IT work order trackers for the department.
8. Maintain tracking system for family files.
9. Compile data for monthly, quarterly, and annual reports to ensure the department meets contract requirements.
10. Check charts quarterly for internal QA purposes.
11. Complete Partnership for Families (PFF) after care calls.
12. Interview families in Wraparound to complete the WFI-4.
13. Coordinate donations with community agencies including Shelter Partnerships, LA Diaper Drive, Baby2Baby, and Adopt-A-Family.
14. Schedule and coordinate meetings as requested by the Program Director.
15. Maintain regular, consistent, and timely attendance.
16. Maintain confidentiality as required by St. Annes, Licensing, HIPAA, and other regulatory agencies.
17. Follow states and agency laws regarding child abuse reporting.
18. Gathering, processing, tracking, and invoicing client flex funds in alignment with agency and contract requirements.
19. Communicating updates and collaborating with team members to obtain orders/checks, distribute requests, and track receipts.
20. Maintaining updated knowledge of office space needs, inventory, and repairs, including submitting work tickets as needed.
21. Participating in program events and initiatives, including both planning and event execution.
22. Maintaining the office calendar and bulletin board to ensure program staff remain informed and updated.

SCHEDULE AND LOCATION

• Schedule: Monday - Friday from 8:00am 5:30pm with a flex Friday, 8:00am - 4:30pm
• Location: 155 N Occidental Blvd, Los Angeles, CA 90026 and also 3890 Crenshaw Blvd. Los Angeles, CA 90008 as needed but at least 2 times a month

SECONDARY JOB DUTIES:

1. Participate in mandatory trainings, in-services, and meetings.
2. Participate in the Performance and Quality Improvement (PQI) of the agency.
3. Other duties as assigned.

QUALIFICATIONS:

1. High school diploma or equivalent; associated degree in related field and/or work experience in child development or social service field preferred.
2. Excellent typing, transcription, grammar, spelling, punctuation and editing skills.
3. Experience in Microsoft Office, Internet, Excel.
4. Excellent verbal communication skills with clients, visitors, volunteers, and employees.
5. Ability to receive and implement constructive feedback.
6. St. Annes values the dignity and worth of every person we serve. Employees are expected to support childrens emotional and social development by encouraging understanding of others and promoting positive self-concepts. All employees must have the ability to treat those served by our agency in a caring and respectful manner, mindful of individual differences and cultural, ethnic, and socioeconomic diversity.
7. As providers of social services, St. Annes employees work with clients dealing with complex emotional and mental health issues, many of whom are facing significant personal crises on a daily basis. Employees must remain aware of any personal emotions, transference, and/or countertransference that may hinder the ability to remain professional. As such, employees are expected to maintain composure during all interactions and crisis situations, implement a self-care plan, and utilize crisis communication to deescalate client crisis and prevent any serious bodily injury or harm.

PHYSICAL DEMANDS:

1. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job: While performing the duties of this job, the employee is frequently required to walk, use hands to finger, handle, or feel objects, tools, or controls, and talk or hear. The employee is often required to stand and sit; reach with hands and arms; and stoop, kneel, crouch, or crawl.
2. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
3. Employee may occasionally be required to drive a motor vehicle.
4. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.