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Office Assistant

4 months ago

Moreno Valley, United States Family Services Association Full time
Job DescriptionJob Description

Office Assistant Senior Nutrition

Job Summary

This position is responsible for the data input of client information into the associated County online program per our contract with each funding source. The Office Assistant prepares the monthly reports for all program funding sources. This is reviewed by the Office Manager and Program Administrator to submit for grant reporting and payment processing. This position is responsible to maintain client files, manage client deposits, and other duties as assigned according to Agency, program, and funding source requirements.

Essential Job Duties:

  1. Answer and direct all in-coming calls
  2. Assist in maintaining all client records pertaining to Senior Nutrition Program in the appropriate County online program (Riverside – RTZ and in San Bernardino – Wellsky.)
  3. Assist in maintaining current, up to date office client files (hard copy) according to Agency and funding source program requirements for audit purposes.
  4. Retain in all records and reports required by program and funding source to be maintained by the Agency in an organized and secured location, following HIPAA
  5. (Health Insurance Portability and Accountability Act) policies/procedures for client confidentiality
  6. Create and maintain Excel spreadsheets for documenting/tracking of program meals and funding source revenues.
  7. Assists in completing monthly billing report for assigned County & funding sources on required schedule due dates from each funding source.
  8. Has a working understanding of Title III Elderly Nutrition Program requirements and contractual responsibilities of their assigned funding source(s)
  9. Assist with program client intake and assessment process.
  10. Assist in maintaining and updating Client C-2 Home Delivered Client Routes
  11. Assist in maintaining and updating Client C-1 Congregate Dining Intake documentation.
  12. Assist in Continuous Quality Improvement (CQI) process as needed to improve department, and Agency success.
  13. All other duties as directed by management
  14. Punctual and regular attendance.
  15. Assume Office Manager Responsibilities in Office Manager’s absence

Technical Skills, Knowledge and Abilities:

  1. Critical thinking and problem-solving skills.
  2. Time management, organizational and prioritization skills.
  3. Ability to maintain confidentiality in all aspects of the job.
  4. Ability to manage multiple priorities.
  5. Ability to diffuse and manage volatile and stressful situations

Qualifications: Technical Skills, Knowledge and Abilities

  • High school Diploma or GED
  • Two years clerical experience
  • Computer literate (Word, Excel, Access); type 35-45 wpm
  • Complete clerical test administered by HR with a passing score
  • Accounting knowledge
  • Background Clearance with a Criminal Record
  • Bilingual preferred
  • Able to work with a diverse population
  • Ability to read and write English and to communicate at the level required for successful job performance.

Licenses & Certifications:

  • Current CA Driver’s License, proof of Automobile Insurance and an available vehicle
  • CPR and First Aid certifications required and must be maintained throughout employment with FSA

Physical and Mental Demands

  1. Ability to bend over and down
  2. Ability to stoop, crouch, kneel and grasp.
  3. Have full range of motion, and the ability to ben lift and carry 30lbs.
  4. Ability to stand three or four hours per day continuously.
  5. Ability to function in an active office environment.
  6. Ability to handle multiple tasks simultaneously.
  7. Ability to work with and meet multiple deadlines.
  8. Ability to cope with a fast-changing work environment.
  9. Contribute to the organization culture of the department with a positive attitude and
  10. professional Demeanor.
  11. Ability to multi-task and stay focused with many interruptions.
  12. Ability to deal with many different personalities.
  13. Ability to stay composed under difficult situations.
  14. Working at desk for extended periods of time.

FSA is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.