RHAS/RSS Administrative Assistant

Aviva Family and Children's Services; Los Angeles (CA); On-site; USD 40,000 - 50,000; Full time

Job summary

Aviva Family and Children's Services is seeking an Administrative Assistant for the Relative Home Assessment Services (RHAS) and Relative Support Services (RSS) programs in Los Angeles. In this role, you will greet callers, maintain databases, assist with invoices, and support counselors with community resources. This position emphasizes cultural sensitivity and a commitment to promoting justice, equity, diversity, and inclusion. Candidates should be prepared to take on special projects as assigned.

Responsibilities

• Provide a helpful, welcoming environment to all callers and/or visitors.
• Screen calls and provide information regarding the program.
• Maintain departmental databases in SharePoint, Binti, and EXYM.
• Open and close cases ensuring accurate demographic information is uploaded.
• Create and maintain RHAS/RSS files and update spreadsheets.
• Assist in completing purchase orders and preparing invoices.
• Schedule meetings and appointments as directed.
• Compile RSS/RHAS monthly reports and POM data.
• Assist with drafting agendas and transcribing minutes during meetings.

Job 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, helps maintain office and files, assists with ordering items needed for clients; assist/completes weekly and monthly invoices; coordinates office supply ordering, and assists 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, open and close physical charts and update 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.
• Track and reach out to caregivers and collaborate with other CBO/DCFS partners.
• Schedule meetings and appointments as directed by the Director of RHAS/RSS, including CPR/First aid outreach and tracking for RHAS Spanish‑speaking caregivers.
• Compile RSS/RHAS monthly reports and POM data.
• Create and maintain RFA trainings sign‑in sheets and generate Zoom email invites/meetings.
• Maintain bi‑weekly office supply inventory orders.
• Print all necessary packets for the RHAS/RSS team such as training packets, orientation, and intake folders for each program.
• Process CPR invoicing monthly and redirect documents to appropriate staff.
• Mail out RHAS/RSS evaluation surveys and track responses in the appropriate databases.
• Assist with drafting agendas and transcribing minutes during weekly team meetings and share them with the team.
• Actively participate in quality improvement projects.
• Be sensitive and responsive to the cultural differences among the agency’s client population.
• Work to promote and support justice, equity, diversity, and inclusion at all levels in the organization.
• Work 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.