Program Assistant (1 year)

Tri Valley Haven; Livermore (CA); On-site; USD 42,000 - 62,000; Full time

Job summary

Tri-Valley Haven in Livermore is seeking a Domestic Violence Services Program Assistant to support daily operations under the Shelter Manager, assisting caseworkers and counselors, and ensuring clients receive needed services.

The role requires compassion, strong organization, and the ability to work with trauma survivors in a collaborative team environment; familiarity with Microsoft Office and data entry is preferred.

Qualifications

• High School diploma required; associate’s degree or coursework in social work, psychology, or related fields preferred.
• Experience in social services or domestic violence program preferred.
• Strong organizational and multitasking abilities; excellent written and verbal communication.
• Ability to work with survivors of trauma; maintain confidentiality and professionalism.
• Proficiency in Microsoft Office and basic database management; ability to work independently and in a team.
• Cultural competency and ability to work with diverse populations.
• Clear driving record; advocacy training completed by the agency.

Responsibilities

• Assist in managing office operations: answering phones, responding to emails, maintaining records.
• Coordinate communication between staff, clients, and external agencies.
• Inform staff about difficult clients exiting the program.
• Create and maintain appointment schedules for clients with caseworkers and counselors.
• Log basic client needs (diapers, bus passes, etc.) and inform case managers.
• Maintain client files with confidentiality; assist with monthly data collection and reporting.
• Manage inventories of supplies and order items as needed.
• Support staff in organizing workshops, support groups, and events related to DV awareness.
• Answer crisis line, screen potential clients, conduct shelter intakes, and explain services.
• Greet clients with sensitivity; set up intake rooms; provide welcome packets.
• Transport residents to appointments as needed; conduct weekly resident meetings.

Skills

Organization

Multitasking

Communication skills

Confidentiality

Microsoft Office

Database management

Teamwork

Cultural competency

Driving record

Education

High School diploma

Associate degree coursework in social work/psychology

Tools

Microsoft Office

Job description

Tri-Valley Haven is dedicated to creating a safe and supportive environment for individuals and families experiencing domestic violence, sexual assault, homelessness, and poverty. For over four decades, we have provided services that empower, inspire, and promote independence. Join us in making a difference in the lives of those we serve.

General Responsibility: Working directly under the supervision of the Shelter Manager, the Domestic Violence Services Program Assistant will support the daily operations of our domestic violence services program. This role involves providing administrative assistance, supporting caseworkers and counselors, and engaging with clients to ensure they receive the help they need. The ideal candidate will be organized, empathetic, and committed to supporting survivors of domestic violence.

General Requirements: High School diploma required; associate’s degree or coursework in social work, psychology, or related fields preferred. Previous experience working in a social services or domestic violence program preferred. Strong organizational and multitasking abilities, Excellent communication skills, both written and verbal, Ability to work sensitively with survivors of trauma, maintaining confidentiality and professionalism, Proficiency in office software (e.g., "Microsoft Office") and basic database management, Ability to work independently and as part of a team, Cultural competency and ability to work with diverse populations. Clear Driving Record required. Completion of advocacy training, provided by the agency.

AREAS OF RESPONSIBILITY

ADMINISTRATIVE SUPPORT

• Assist in managing office operations, including answering phones, responding to emails, and maintaining records.
• Coordinate communication between staff, clients, and external agencies.
• Inform appropriate staff about difficult clients exiting the program.
• Create and maintain a schedule for appointments for clients with caseworkers, counselors, and legal advocates, house meetings, life skills meetings etc.
• Address client requests for basic items such as diapers, toilet paper, bus passes, etc. log items provided & inform the client’s case manager
• Maintain and organize client files and documentation, ensuring confidentiality is upheld.
• Prepare and assist with monthly data collection /input in client database as appropriate. Assist in preparing reports and statistics related to program activities and outcomes.
• Responsible for maintaining an inventory of supplies for shelters and domestic violence services.
• Maintain an inventory of office supplies, program supplies, cleaning and kitchen supplies, and order items as needed.
• Responsible for donation pick-ups/sorting as needed.
• Responsible for keeping rooms and shelter facilities safe, clean, tidy and in a good state of repair; submitting requests for maintenance where needed.
• Check household appliances for proper working order, including taking temperature reading of all refrigerators and freezers.
• Support program staff in organizing workshops, support groups, and events related to domestic violence awareness and survivor empowerment.
• Copy and prepare client intake packages and maintain a supply of other DV Services documents as requested

DIRECT CLIENT SERVICE: LIMITED

• Answer the Tri Valley Haven crisis line and provide appropriate resources to callers
• Perform phone screens for potential clients, perform shelter intakes, ensure all paperwork is in order.
• Inform clients of services and hours of DV Services.
• Greet clients and visitors with sensitivity and professionalism, ensuring a welcoming and safe environment.
• Create a chore chart for shelter residents for the upkeep of the house.
• Initiate once a month deep cleaning of the house.
• Set up room for new client intake. Provide clean pillows, linen (bedding) & towels.
• Prepare welcome packets for new intakes (Toiletries, etc.)
• Clean the room & do laundry (linen & towel) when a shelter resident exits the program.
• Transport residents to the food pantry, thrift store, counseling appointment or housing appointment to the community building or the food pantry if needed.
• Facilitate weekly resident house meetings & family nights.

GENERAL TASKS

• Performs general tasks as needed and represents Tri-Valley Haven in a professional manner.
• Assist with volunteer coordination, including scheduling and training
• Responsible for onsite donations, including proper documentation.

OTHER TASKS AS ASSIGNED BY THE DIRECTOR OF DOMESTIC VIOLENCE AND/OR EXECUTIVE DIRECTOR.

ADA ESSENTIAL TASKS

• Working alone
• Working in high stress situations
• Working in emergency situations
• Working rotating schedule
• Good reading vision
• Sitting, bending, stooping, standing
• Good communication skills
• Specific knowledge or education
• Learning ability
• Good distance vision
• Ability to speak clearly
• Ability to discriminate speech
• Reasoning and thinking skills
• Ability to problem solve
• Lifting 30 pounds
• Carrying 10 to 20 pounds
• Gloves or hand protection
• Ascending/Descending stairs

Tri Valley Haven is an Equal Opportunity Employer; there shall be no discrimination based on age, disability, sex, race, religion or belief, gender, marriage/civil partnership, pregnancy/maternity or sexual orientation. Decisions related to hiring, compensating, training, evaluating performance, or terminating are made fairly. We examine our unconscious biases and take responsibility for always striving to create an inclusive environment that makes every employee and candidate feel welcome.