Administrative Assistant

$21.98 - $27.47 / hour

Program Description: The Children's Aid Safe Way Forward Program (SWF) provides child welfare involved families affected by intimate partner violence (IPV) with comprehensive general prevention services, including case management, and therapeutic intervention services to address the IPV. This joint prevention-clinical service model offers comprehensive trauma-informed services to the whole family, including the survivor of IPV, the person causing harm (PCH), and children exposed to the IPV/DV in the home. Our range of services includes in-home visitation, crisis intervention, case management, advocacy, trauma-informed individual counseling, group counseling/education, and referral to other appropriate services. The SWF program will serve a total of 65 families residing in the Bronx.

Position Summary: The Safe Way Forward Administrative Assistant will be responsible to provide duties related to fiscal accountability support, program compliance support, data tracking, and clerical support to SWF staff and leadership.

Essential Duties:

• Understand and promote the organization's Mission, Vision, and Core Values to ensure alignment with organizational policies and procedures.
• Provide reception coverage during office hours which includes but is not limited to greeting clients/visitors, answering the phone, taking and relay messages, maintaining visitor/client/employee sign-in log.
• Ensure all staff, clients and visitors entering the site comply with the re-entry health screening and safety protocols.
• Provide clerical support to program, i.e., filing, copying, mailing documents/correspondence.
• Maintain all client files, including liaising and coordination with teams.
• Review/check-list case records for accountability compliance, including filing and archiving of closed cases.
• Track and provide reports on timeliness of FASPs, progress note documentation and children seen each month.
• Prepare closed cases for storage using client database tracking.
• Assist with logistical coordination and preparation of client groups and events.
• Responsible for registration of staff for all internal and external trainings, workshops and conferences.
• Track and manage OTPS spending in collaboration with Program Director.
• Manage and coordinate payment for outside consultants and vendors.
• Assist with purchasing office supplies, group supplies and other program materials as needed.
• Manage emergency financial assistance requests for clients, including liaising with fiscal as needed.
• Responsible for tracking distribution of staff and client OMNY Cards, emergency financial assistance gift cards for food, clothing and other essential needs.
• Perform other duties as assigned.

Minimum Qualifications:

• High School Diploma or equivalent.
• Bilingual Spanish/English fluency preferred.

Key Competencies:

• Strong organizational skills.
• Proficiency in Microsoft Office.
• Training and experience in working with families affected by intimate partner violence (IPV) in a trauma-informed setting preferred.
• Knowledge of the New York City IPV service system, public benefits, child welfare, housing system and other social services preferred.
• Strong oral and written communication skills.
• Experience working in a fast paced, multifaceted environment.
• Ability to work flexible hours on weekdays with approximately 1-2 days per week requiring evening hours.
• Ability to work independently, as well as contribute to a team.

It is the policy of Children's Aid to provide equal employment opportunity to all employees and applicants for employment and is dedicated to maintaining a work environment that is free from harassment and discrimination. Children's Aid will not tolerate discrimination, harassment, or retaliation on any basis, including race, creed, color, national origin, ethnicity, alienage or citizenship status, gender/sex (including pregnancy), disability, religion, source of income, sexual orientation, gender identity or expression, age, familial status, caregiver status, military status, marital or partnership status, status as a victim of domestic violence, sexual violence or stalking, predisposing genetic characteristics, arrest or conviction record, credit history, unemployment status or any other characteristic protected by federal, state or local law. Children's Aid is committed to complying with applicable state and local laws governing non-discrimination in employment. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Children's Aid will conduct a prompt and thorough investigation of all allegations of discrimination, harassment, retaliation, or any violation of the Equal Employment Opportunity Policy in a confidential manner and will take appropriate corrective action, if and where warranted. Children's Aid prohibits retaliation against employees who provide information about, complain about, or assist in the investigation of any complaint of discrimination or violation of the Equal Employment Opportunity Policy.

The incumbent is expected to work a schedule, whether in-person or hybrid, as determined by the department's needs to facilitate effective collaboration with the team. This flexibility is essential for maintaining seamless communication, fostering teamwork, and ensuring the smooth operation of the department's processes. The position's requirements are subject to periodic review and adjustment based on organizational needs and changes in work dynamics.