DCM Program, Administrative Assistant/Data Analyst Job Description

Job Title: Administrative Assistant/Data Analyst

FLSA Status: Full-time, Non-Exempt, Temporary [Ends August, 2023]

Department: Disaster Case Management Program

Reports To: Disaster Case Management Program Manager

Primary Job Location: MUST REPORT TO OFFICE IN PARADISE, CA

We are NOT able to offer relocation assistance for this position!

Summary: The Data Analyst will provide administrative, clerical and logistic support to the Disaster Case Management Program.

You must provide 3 references to be considered.

You must provide a cover letter to be considered.

You must provide a resume to be considered.

You must complete required testing to be considered.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

• Maintain absolute confidentiality on all client/survivor information;
• Troubleshoot computer problems and obtain IT assistance as needed;
• Assist St. Vincent de Paul with logistics and administrative support related to trainings, meetings, and conference calls;
• Prepare expense reports, AFPs, time sheets, spreadsheets, and other items for the DCM team as needed;
• Manage issues related to office space, including: telephones, computers, office equipment, inventory control, ordering and organizing all office supplies, sorting and distribution of mail and faxes;
• Support processes in place for proper documentation of office supplies, printing, etc. as it pertains to program guidance and expense reimbursement requirements;
• Ensure DCM team has office supplies needed to execute their work;
• Use Adobe-sign to facilitate editing and signing of documents as needed;
• Handle all duplicating and collating functions;
• Input DCM program surveys into online system;
• Input DCM files into online case management system as requested;
• Attend to routine inquiries;
• Attend regular sessions with immediate supervisor;
• Attend Agency’s in service trainings and unit meetings as well as any other agency-related activities;
• Record minutes from meetings;
• Manage DCM resource drive;
• Prepare program reports and correspondence;
• Maintain filing system & program files;
• Conduct routine administrative tasks on behalf of DCM finance and program functions as requested;
• Compile documents and tracking for survivor assistance programs;
• Research & obtain documents for survivor assistance programs;
• Assist the Program Manager with tasks & assignments as needed, including resource identification and community outreach.
• Conduct Disaster Case Management Program case file data entry as requested by supervisor.
• Manage other data lists using Microsoft Excel and Google Platforms.
• Other duties as assigned.

***If interested in this position, complete the Indeed assessments and upload a resume and cover letter. All are mandatory to apply to this position.

Position Type and Expected Hours of Work:

This is a full-time position. Days and hours of work are generally 8:00AM to 4:30PM Monday-Friday. Additional hours may be required to meet program deadlines or DCM training needs.

Working conditions and physical demands required:

The demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Position may entail working remotely.
• Ability to operate standard office equipment i.e. computer, cell phone, printer, scanner, etc.
• Ability to use and respond to emails and phone calls, as necessary and in a timely manner.
• Ability to sit and use a computer for long periods of time.

Supervisory Responsibilities:

None

Education and/or experience required:

• High School Diploma or GED.
• At least two years’ office/administrative assistant experience mandatory.
• Data Entry/Analysis experience preferred

Skills, Licenses, and/or competencies required:

• Excellent written, verbal, and interpersonal communication skills.
• Ability to work as a positive, enthusiastic member of a dedicated, hard-working team.
• Substantial computer experience necessary.
• Excellent organizational skills, ability to reliably meet all deadlines, and be transparent with management about all issues.
• Ability to multitask and prioritize tasks.
• Ability to use de-escalation techniques and trauma informed care.
• Knowledge and/or familiarity of harm reduction and motivational interviewing concepts and strategies.
• Previous experience assessing and referring individuals to various community resources, a plus.
• Bilingual (Spanish/English) preferred, but not required.

Job Types: Full-time, Temporary

Pay: $24.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday

Education:

• High school or equivalent (Required)

Experience:

• office/administrative assistant: 4 years (Required)

Work Location: One location

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