Job Summary: Provide outreach and enrollment to youth and their families who have been referred to the program. Work collaboratively in English and Spanish, complete reports, data entry, office upkeep, record keeping, scheduling, purchasing, equipment maintenance, and opening and closing the office.
Essential Duties & Responsibilities
· Assist in the administration of FYOP programs and activities that support the BGCGG mission
· Establish priorities consistent with organizational goals and mission; oversee the provision of daily program activities in accordance with established priorities, timelines, and goals
· Receive referrals, process referrals in a timely manner, create client case files, update waitlist daily, track class attendance and survey answers for evaluation, assist in monthly case file audits, and provide translation for FYOP services as requested
· Complete comprehensive intakes and assessments with clients and families
· Communicate with parents and stakeholders regarding program requirements and participant progress
· Accurately document information in electronic health records systems
· Ensure program meets health and safety standards and ensure the safety of all clients
· Take actions to prevent accidents and respond to injury and signs of illness; ensure emergency procedures are implemented and followed
· Ensure the front desk has coverage, all clients are greeted when entering the building, and are referred to the correct area
· Use Square to collect and document payments, produce invoices for FYOP services, submit adjustment forms to finance department as needed, and audit finances monthly; ensure deposits are accurately completed on the daily and brought to the Administrative Building a minimum three times a week
· Complete monthly inventories and submits supply orders monthly
· Monitor youth’s progress in program and conduct follow-ups to ensure ongoing support
· Assist in proper record keeping and reporting, including activities and events, conducted breakdowns of daily participation figures, notable achievements, and any programs/issues
· Provide ongoing feedback and regular appraisal; identify and support areas for program improvement and staff development
· Ensure all facilities, equipment, and supplies are maintained
· Oversee client data collection and scheduling software for monitoring and evaluating schedules and program outcomes
· Train staff in the use of computer software and check for accuracy; process client logs, terminations, and contact letters
· Effectively use Microsoft Office applications, electronic scheduling, and database software
· Increase staff awareness of other Community Health Programs and BGCGG programs and updates
· Develop and maintain collaborative partnerships with families, community leaders, and organizations
· Assist with special events, make necessary follow up calls, report all child abuse cases to CAR, and complete reports as needed
· Ensure a productive work environment by working as a member of a team, contributing to team meetings, and providing information to support decision-making
· Perform all other duties as assigned
· Ensure program updates are effectively disseminated and communicated to FYOP team
· Answer phone calls, check voicemails, complete referral forms, document contact, take messages, and transfers calls to appropriate staff
· Communicate with customers, employees, and other individuals to answer questions, disseminate or explain information, assist with requests, and address complaints
· Maintain close, daily contact with staff, clients, parents, and supervisors to receive/provide information, discuss issues, explain or interpret guidelines/instructions; instruct and advise/counsel
· Maintain experience in office administrative duties and case management
· Maintain knowledge of administrative and clerical procedures and systems such as managing files and records, following up on phone calls, receiving and documenting payments, conducting meetings, completing reports, and tracking data
· Work with diverse populations in a culturally competent manner
· Be resourceful and possess a knowledge of other community mental health resources for families
· Utilize strong organizational skills with attention to detail, ability to follow-up, and manage demanding workload
· Prioritize and complete multiple tasks within expected deadlines; report on budgets, program outcomes, purchasing, and maintenance needs
· Utilize strong communication skills - both written and verbal; provide feedback regularly
· Utilize excellent documentation skills with demonstrated ability to write clearly, concisely, and descriptively
· Remain objective in crisis situations and maintain healthy boundaries at all times
· Work cooperatively and positively in a team approach with staff and management personnel
· Work professionally and productively with minimum supervision and to take initiative on projects
· Maintain knowledge of proper HIPAA and confidentiality regulations; contribute to the quality of a high performing team
· Use a variety of computer software applications, specifically, Excel, Word, Publisher, and Outlook with proficiency
· Professionally work one-on-one with youth; speak in front of large and small groups
· Skilled in providing effective training; networking skills and ability to establish collaborative relationships
· Utilize sound judgment regarding safety; take initiative for problem solving
· Adapt and be flexible; uphold the organization’s mission and values
Qualifications
· One year experience and AA degree in related field plus experience working with families and youth
· Bilingual capabilities required in Spanish
· Reliable transportation, safe driving record, driver license, 2 years of driving experience, and automobile insurance required
· Knowledge and experience with Microsoft Office preferred
· Position may require standing/sitting for extended periods of time, dexterity of hands and fingers to operate office equipment, reaching overhead, above the shoulders and horizontally, bending at the waist; seeing to review and analyze reports, documents or other reports; hearing and speaking to communicate and provide information to others; speaking to be heard before groups of people; position may require to lift, carry, pull or otherwise move objects between 10-20 pounds
BGCGG is an equal employment opportunity employer and does not discriminate on the basis of race, color, national origin, religion, gender, age, veteran status, political affiliation, sexual orientation, gender expression, gender identity, marital status, or disability (in compliance with the Americans with Disabilities Act) with respect to employment opportunities. I acknowledge that employment with BGCGG is based on the mutual consent that either I or BGCGG can terminate employment at-will with or without cause at any time. I understand and am capable of performing in a reasonable manner, with or without a reasonable accommodation, the duties and responsibilities described above.
Pay: $23.00 - $25.00 per hour
Benefits:
- Employee assistance program
- Employee discount
- Flexible schedule
- Opportunities for advancement
- Parental leave
Work Location: In person
