VPI Program Assistant

Position Summary

Casa Central’s Violence Prevention & Intervention (VPI) program provides high-quality, culturally and linguistically attuned, trauma-informed therapy and support services to individuals and families impacted by domestic violence, child abuse/neglect, and other traumas. The Program Assistant supports these services through administrative, clerical, and general program support.

Essential Duties and Responsibilities

• General Administrative tasks:
  • Approve time sheets and ensure compliance with agency and funder guidelines.
  • Prepare monthly and quarterly reports on services, demographics, and program activities for funders and other stakeholders.
  • Complete ongoing data entry and management related to funders’ reporting requirements across various databases including agency demographics.
  • Aid program staff with output of materials, preparing packets, and coordinating activities and meetings.
  • Aid program staff in the maintenance and data tracking of timesheets in accordance with funder requirements.
  • Maintain office supplies and equipment, including organizing and arranging the reception area and child play areas to ensure they are kept in proper order.
  • Accept messages when staff is unavailable and communicate information in a timely manner.
  • Answer telephone inquiries and greet visitors in a polite manner.
  • Ensure the program site complies with fire and other safety requirements, including monitoring first aid kits, following up on maintenance requests, etc.
  • Participate in program staff or team meetings including team trainings, supervision, and consultations, as appropriate; maintain minutes and other required documentation.
  • Provide onsite coverage to respond to walk-ins and other program needs.
  • Aid in placing orders and tracking supplies, equipment, transportation cards, and gift cards.
  • Follow up with documentation needed from the DCFS Consent Unit.
• Participant Care:
  • Perform timely intakes of clients as needed, including gathering information over the phone and in-person related to individuals being referred to the programs; collect comprehensive data sets from families in keeping with program, funder, and other mandates; maintain and monitor the program waiting lists as indicated, including providing periodic check-in phone calls to families waiting for services to update them on their wait list status and offer any additional community-based resources and referrals.
  • Implement timely crisis intervention strategies to help victims/survivors of domestic violence, including provision of information and community referral services.
  • Design and support implementation of safety plans for victims/survivors of domestic violence.
• Program-Specific Activities:
  • Nurture positive and collaborative working relationships with other agency staff as well as outside stakeholders and partners.
  • Cultivate a professional and respectful work environment.
  • Maintain current knowledge of laws and regulations governing domestic violence issues as well as the protection of victims/survivors of domestic violence.
  • Participate in the coordination and facilitation of staff meetings, group supervision and professional development opportunities; participate in monthly program staff or team meetings including team trainings.
  • Participate in weekly individual and/or group administrative and clinical supervision, including consultations, as appropriate.
  • Participate in ongoing training opportunities.
  • Follow confidentiality guidelines at all times, according to agency policies and procedures and the Social Work Code of Ethics.
  • Report any suspicion of client, child, or elder abuse to proper authorities according to Mandated Reporting Laws.
• Program Support:
  • Provide direct supervision of child clients on an as-needed basis, as well as childcare services during VPI services including groups or special events.
  • Support program outreach and marketing efforts, including representing VPI at community functions, health and resource fairs, etc., as needed; may accompany VPI staff to trainings, workshops, or meetings in the field.
  • Participate in the planning, communication and co-facilitation of VPI’s Safe from the Start coalition.
• Performance & Quality Management:
  • Implement the agency mission, philosophy, and core values to direct daily work and decision-making.
  • Adhere to agency policy.
  • Be actively involved with, and knowledgeable about, the agency’s Performance Quality Improvement (PQI) structure and process.
  • Participate in case record review procedures.

Education/Experience

• High School or its equivalent; some college preferred.
• Administrative assistant or clerical experience strongly preferred.
• Must have good writing and time management skills sufficient to fulfill direct service and documentation responsibilities.
• Must demonstrate initiative and excellent interpersonal skills.

Language Skills

• Bilingual in Spanish preferred.

Computer Literacy & Knowledge Skills

• Must be computer literate in Microsoft Word, Excel, Publisher, Outlook, Zoom and Microsoft Teams and other applications used by the agency.

Mathematical Skills

• Basic math skills are required.

Operating Environment and Working Relationships

• Subject to frequent interactions with program staff and participants, external agencies, community systems, outside partners, and internal programs and departments.

Decision Making Authority

• Directly supervised by the Program Director.

People Management

• None

Remote Work/Technology (WIFI)/Mobile Phone Usage

• Not eligible for remote work.
• A personal mobile phone is not required and therefore not eligible for mobile phone reimbursement.

Physical Demands

• 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.
• Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Work Environment

• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
• Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
• The noise level in the work environment is usually moderate.