Unit Assistant

Description

• Greet public and clients, log contact and direct them to the correct staff member.
• Answer phones, log calls and transfer to the appropriate staff member.
• Receive, scope, sort, log and distribute incoming mail, faxes and prepare OAP files.
• Prepare outgoing mail for distribution. Fax, scan and copy documents. Retrieve information when requested.
• Responsible for case file management including, but not limited to storing of historical or deregistered cases, imaging and validating case files, requesting files from offsite storage and preparing case files for auditing purposes.
• Ensure office equipment is properly maintained and serviced
• Maintain participant files including, scoping, filing, and preparation for offsite storage and retrieval.
• Update and maintain spreadsheets used for tracking such as CIA log; AVC requests, requests for GRAMS and non-compliance. Type documents, reports and correspondence
• Manage projects such as Time Studies and customer survey form collection, data entry and submission
• Perform cashier duties such as accurately controlling and issuing cash aid as needed and authorized, by the GSS/GAIN management and in compliance with Maximus Procedures Manual and the County of Los Angeles.
• Distribute supportive services to participants through EBT as needed and authorized, by the GSS/GAIN management and in compliance with Maximus Procedures Manual and the County of Los Angeles
• Maintain files, reports and logs in compliance with LA County Cashiering procedures and audits.
• Perform scheduler activities including scheduling participants from the MUAP list, preparation of reports, LRS/Cal SAWS updates
• Assist with event planning and implementation. Monitor, order and maintain office supplies
• Perform work related errands as requested such as going to the post office and bank
• Participate in internal and external audits including, but not limited to Cashiering and PICO audits.
• Performs other duties as may be assigned by management.
• May be required to attend training throughout the county.
  
  

Requirements

• The ability to successfully perform in a fast-paced, deadline-oriented work environment.
• Must be accurate, detailed oriented and possess good follow-through skills.
• Must have good business writing and communication skills.
• Experience working with diverse communities, such as underrepresented and underserved communities.
• Proficient with MS Office (Word, Excel, PowerPoint, and Outlook)
• Performs other duties as may be assigned by management.
• Knowledge of computer systems and general office equipment
• Type 40 wpm
• Must be able to successfully execute many complex tasks simultaneously
• Must work as a team member as well as independently
• Ability to work well with the public, including culturally and linguistically diverse and disadvantaged populations in a courteous and effective manner.
• Bilingual capabilities are a plus for this position.
• Valid driver license and car insurance. May require travel to run errands such as the post office and banks.
• Must pass criminal and background screenings prior to hire, during employment and promotions.
  
  

Education/Experience

High School diploma, GED or equivalent certification and one year of general clerical experience.

Physical Requirements/Working Conditions

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to, stand, sit; talk, hear, and use hands and fingers to operate a computer and telephone keyboard reach, stoop kneel to install computer equipment.

Specific vision abilities required by this job include vision requirements due to computer work and driving to various locations and Agency mandated trainings.

Light to moderate lifting is required. Occasionally lifting and carrying objects weighing up to 30 pounds.

Considerable walking may be involved.

Bending, stooping or squatting may be involved.

Ability to uphold the stress of traveling.

Regular, predictable attendance is required including driven hours as business demands dictate.

JVS SoCal is an Equal Opportunity and Affirmative Action Employer.