RHAS/RSS Administrative Assistant

## Description
**Aviva Family and Children’s Services Mission Statement**
Aviva believes every child and every family in our Los Angeles community deserves the chance
for a brighter future. We provide compassionate support, therapeutic services, and guidance to at risk children and families.
**Job Summary**
Under the direction of the Relative Home Assessment Services (RHAS) and Relative Support
Services (RSS) Program Director, the RHAS/RSS Administrative Assistant greets callers and
visitors to the Franklin facility. Aside from operating the telephone, maintains departmental
databases; organizing and updating spreadsheets, help maintain office and files, assist with
ordering items needed for clients; assist/completes weekly and monthly invoices; coordinates
office supply ordering, and assisting the RHAS/RSS counselors with community resources.
**Essential Functions**

• Provide a helpful, welcoming, and culturally sensitive environment to all callers and/or

visitors to the Franklin office.

• Screen calls and provide information regarding the program.
• Maintain departmental databases for both RHAS/RSS contracts in SharePoint, Binti and

EXYM.

• Open and close cases ensuring all demographic information is uploaded accurately.
• Create and maintain RHAS/RSS files, opening and closing physical charts and updating

spreadsheets.

• Assist in completing purchase orders, tracking orders and preparing weekly and monthly

RHAS/RSS invoices.

• Assist with incoming and outgoing RHAS/RSS referrals weekly.
• Tracking and reaching out to caregivers and collaborating with other CBO/DCFS partners
• Schedule meetings and appointments as directed by Director of RHAS/RSS, not limited to

CPR/First aid outreach/tracking for RHAS Spanish speaking caregivers.

• Compile RSS/RHAS Monthly Reports and POM data
• Create and maintain RFA Trainings Sign in sheets and creating Zoom email

invites/meetings

• Maintain bi-weekly office supply inventory order
• Print all necessary packets for the RHAS/RSS Team such as Training Packets, Orientation,

and Intake folder for each program

• Process CPR Invoicing monthly and redirect documents to appropriate staff
• Mail out RHAS/RSS Evaluation Surveys and track responses on the appropriate databases
• Assist with drafting agenda and transcribing minutes during weekly team meetings and

share with team.

• Actively participate in quality improvement projects
• Sensitive and responsive to the cultural differences among the agency’s client population
• Works to promote and support justice, equity, diversity, and inclusion at all levels in the

organization.

• Works to promote a trauma-informed work environment.

The Administrative Assistant will take on special projects or additional duties as assigned by the
Director of RHAS/RSS.
## Qualifications
**Competency Requirements**
-Ability to speak, read, write and understand English
-Ability to speak, read, write and understand Spanish
-Ability to work effectively as a member of a team
-Must have excellent oral communication skills
-Must be computer literate and proficient with most common software
-Must have extremely good judgment
**Education and Experience**
-High school diploma or equivalent preferred
-Experience as a customer service representative or administrative assistant, preferred social
services agency experience.
**Certifications/Licenses**
-Valid CA driver’s license
**Additional Requirements**
-Tuberculosis clearance
-Department of Justice/Fingerprint clearance
-Satisfactory completion of health screening
-Proof of legal eligibility to work in the United States
-Satisfactory driving record
**Delegates Authority To**

N/A

• **Physical Demands**
• While performing the duties of an RHAS/RSS Administrative Assistant, the employee is frequently
• required to sit, and use their fingers to manipulate a keyboard or writing instrument. The employee is
• occasionally required to walk, stand, bend and lift objects heavier than twenty pounds. The employee
• is rarely required to drive or run.
• **Work Environment**
• *This Job Description has been developed to identify some of the duties and responsibilities of this
• position. It is not intended to limit or encompass all duties and responsibilities of the position.*
• *Aviva Family and Children's Services at its sole and absolute discretion, expressly reserves the right
• to modify, supplement, delete or augment the duties and responsibilities specified in this and all job
• descriptions.*