Administrative Assistant (Bilingual Spanish) – Basic Needs

The Priority Center is seeking a full-time Bilingual-Spanish Administrative Assistant for its Basic Needs Program.  The focus of the program is to provide critically-needed household items to Orange County families, as required by the Orange County Social Services Agency, to allow a child to be placed with relatives and extended family members.

The role of the Administrative Assistant will be to provide general office support for the Basic Needs Program, including data entry, processing referrals, answering incoming phone calls/emails, accepting and processing donations & purchased goods.

Goals:

  1. Maintain accurate documentation for the referral process (Measured by OCSSA Utilization Review results).
  2. Strive for a minimal error rate when completing data entry.
  3. Adhere to specific contract goals i.e. the scheduling of a minimum of 2800 each emergent & non-emergent item’s out on time.
  4. Provide administrative support for staff and guidance for volunteers.
  5. Maintain a clean, well-organized, and welcoming office atmosphere.

 

Responsibilities:

Process Referrals

  • Maintain accurate up to date documentation for the referral process; including data entry into Electronic Referral System (ERS) and Referral Spreadsheet.
  • Maintain organized referral binders that include hard copies.
  • Notify clients and social workers by email/phone within 24 hours of receipt of the referral.
  • Schedule deliveries to meet the required (3) day emergent & (10) non-emergent when possible.
  • Notify social worker by email/phone when a three (3) day emergent or a ten (10) day non-emergent request will not be met.
  • Send 30-day item(s) not in stock closing letters to social workers via email.
  • Notify the social worker within 2 business days via email that the requested items have been completed or partially completed.

 

Data Entry

  • Data entry of all driver arrival & departure times.
  • Data entry of all goods coming in and out of the Inventory Database & Referral Spreadsheet. This includes purchased, donated and all goods given to clients.
  • Update the data to the Electronic Referral System (ERS) to match items taken out.
  • Data entry daily and scan (monthly by the 1st) all client satisfaction surveys.
  • Enter volunteer hours into the volunteer database.

Reporting

  • Complete a comparison to assure that both Inventory Database and Referral Spreadsheet match monthly.
  • Document and scan 5 social worker satisfaction surveys send to Program Manager by the 1st of the month.
  • Document and scan 10 client phone survey calls send to the Program Manager by the 1st of the month.
  • Compile all Food Bank forms. Complete tallies and send to the Program Manager by the 1st of the month.

 

Donations

  • Communicate with donors’ items we can or cannot accept.
  • When receiving donations have the donor complete the donation receipt. Make sure that they include their email address, assure all information is legible and you will initial the donation receipt give them the yellow copy.
  • Complete a Donation Information Sheet or tag and complete a Donation Log.
  • Email the pictures, Donation Receipt and Donation Information Sheet or Donation Log to the Program Manager & copy the other Administrative Assistant and yourself. Turn hard copies into the Program Manager.

 

Resource Packet

  • Find one new resource a month.
  • Call at least five resources a month to assure they are still valid resources.
  • Provide the Program Manager the list of new and confirmed resources by the 1st of the month.

 

Volunteers

  • Make sure all volunteer applications are completed.
  • Record all incoming/outgoing times, complete and copy volunteers required paperwork. Scan and file all volunteer documentation.
  • Assist with overseeing volunteers.

 

Ongoing Responsibilities

  • Answer all incoming calls.
  • Participate in sorting and tagging donated items as needed.
  • Occasionally, you will deliver basic needs items or process referral pickups and will be responsible for completing all the documentation.
  • Assist with inventories as needed.
  • Attend all required meetings.
  • Assist with the daily operations of the Basic Needs office/warehouse.

 

Comply with all required trainings and provide all required documentation

  • Mandated Reporter
  • Civil Rights for both County and Food Bank
  • Food Safety certification
  • Emergency preparedness training
  • Provide ongoing updated information for the Staff Required Documentation binder. That is required by the OCSSA

 

Position Qualifications:

  • Bilingual Spanish Required
  • Typing speed 40-50 wpm
  • Experience with Outlook, Excel, Word & Access
  • High School diploma
  • Two (2) year experience in office environment
  • Class C California Driver license
  • Live Scan Background

 

Compensation:

This is a full-time, non-exempt position with hourly compensation of $17.50 per hour.

To Apply:

Interested applicants please submit completed HR Employment Application and current resume to [email protected].