Office Manager & FVPP Advocate

Overview: Under the direct supervision of the Program Director, the Office Manager plays a key role within the Family Violence Prevention Program providing essential support to our team. This position will provide direct support to the Program Director, providing administration duties pertaining to grant compliances, accounting, and overall program support. The Office Manager and FVPP Advocate are expected to provide comprehensive support and advocacy for individuals and families experiencing domestic violence. The role involves offering crisis intervention, emotional support, safety planning, and resources to survivors, while also working to raise awareness and promote prevention strategies within the community. This position will also proactively work with Nevada Tribal communities focusing on education, outreach, and prevention. This is a full-time position working 40 hours per week and requires some overnight travel.

EDUCATION AND EXPERIENCE REQUIREMENTS:

• Must have a valid Nevada Driver’s License, be insurable, and have reliable transportation.
• High school diploma Or general education degree (GED) required, associate’s degree preferred.
• Must have experience working in domestic violence, family settings or social service-related field preferred but not required.
• 1-3 years of relevant experience in an office setting, preferably in an administrative or clerical role.  Fiscal experience is a plus!
• Excellent organizational skills, ability to prioritize, and comfortable working independently.
• Exceptional oral and written communication skills, including strong spelling, grammar, and punctuation.
• Must be committed to providing outstanding customer service and demonstrate strong interpersonal skills.
• Strong attention to detail.
• Proficient computer skills and ability to operate general office equipment.
• Experience with database entry, form creation and report generation.
• Knowledge of grant-funded programs.

ESSENTIAL RESPONSIBILITES including but not limited to:

Advocate:

·         Advocacy and provide emergency services to victims of domestic violence, processing program intakes, conducting initial assessment, and providing crisis intervention;

·         Maintain accurate, complete, and timely records and reports in the ‘Apricot Solutions’ reporting systems;

·         Interview and screen transitional housing applicants, such as completing initial application and all necessary releases and documentation with the participant, review program expectations and services;

·         Work with non-residential clients and residential clients to find and secure long-term housing;

·         Conduct an assessment and help transitional housing participants develop housing case plan to attain their goals;

·         Work with landlords and housing providers to assist victims in accessing permanent housing;

·         Work with utility providers to assist victims in accessing and maintaining utilities such as phone providers, internet, gas, water, and energy;

·         Facilitate weekly meetings with transitional housing program participants and updating the staff during bi-weekly program meetings;

·         Provide on-going monitoring and reporting of transitional housing program participants progress;

·         Create and maintain transitional housing participants financial goals and budget for the duration of the program;

·         Transport as needed to appointments with landlords, housing authorities, job interviews, securing childcare, and any location related to safety plan;

·         Assist clients with understanding and navigating the legal system, including obtaining temporary protection orders and filing victim of crime applications;

·         Work closely with tribal law enforcement, tribal social services, tribal court systems, and other related Native American and non-Native American related agencies and organization on develop a network of resources available to client and victims;

·         Travel to outlying and rural tribal communities to conduct presentations, training workshops, and assist victims seeking assistances from program;

·         Outreach and education to the tribes on strategies to reduce COVID-19 transmission and dating violence, networking, and training events throughout the community, and providing information about services available;

·         Immediately report suspected child or elder neglect/abuse to the Program Director;

·         Develop brochures, flyers, and media advertising;

·         Assist in access and distribution of hygiene, food, and other essential needs;

·         Maintain the highest degree of confidentiality and professionalism at all times;

·         Attend trainings and maintain certifications related to field;

Office Manager:

·         Assist program director in administrative areas of the department

·         Maintaining adequate participant data, and statistical information for grant reporting and audit purposes;

·         Manage and organize grant budgets;

·         Assist with annual budget process;

·         Assist with training and orientation of new program staff to include software use, case management practices, FVPP standards, and ITCN/FVPP policies and procedures;

·         Assist in the development and implementation of new procedures and practices;

·         Assist office staff with day-to-day IT issues and liaise with the IT support consultants on any problems that may arise;

·         Serve as administrative liaison between team and program director as well as between other departments such as finance and partnering programs;

·         Promote the program and services available through media, social media, and other mainstream outlets;

·         Coordinate and schedule staff meetings and provide feedback and information;

·         Process, sort, and route incoming and outgoing mail;

·         Process, sort, and route incoming bills on the behalf of the program;

·         Monitor and manage inventory of office supplies; order and distribute office supplies as necessary;

·         Perform other administrative support tasks, including updating and sorting files, drafting and proofreading correspondence, and conducting research;

·         Coordinate with the finance department by handling accounts receivable, payables, processing invoices, requisitions, grant budgets and all other financial paperwork into the accounting system for efficient office operations;

·         Facilitate receipt collection and approval process for the staff credit card statements;

·         Review and approve staff purchases, travel inquiries, and outreach proposals prior to Program Director review and approval;

·         Process all company vehicle requirements;

·         Perform other duties as assigned

ADDITIONAL KNOWLEDGE, SKILLS AND ABILITIES

·         Must be available for possible overnight travel to outlying areas and rural communities;

·         Must have excellent computer skills and be proficient with Microsoft Office programs;

·         Ability to be on-call for after-hour crisis calls;

·         Ability to work independently, but most importantly part of a team;

PHYSICAL ABILITIES

·         Occasional bending and stooping, reaching above shoulder level and crouching as well as occasional pushing and                  pulling.

·         Must have average hearing and visual acuity.

·         Must have manual dexterity for keyboard and report writing.

Salary : $24 - $30