Administrative Assistant – Infant & Toddler Home Visitation Program

The Orange County Child Abuse Prevention Center has a full time position for a Bilingual English/Spanish Administrative Assistant.  The Administrative Assistant will provide support to the Children and Families Commission funded programs by assisting in the required data entry of client information into the Client Management Systems and performing other duties.  The two programs, Infant and Toddler Home Visitation, include 2 supervisors and 14 caseworkers.   Main tasks include completing data entry, making phone calls to clients, sending letters and providing other support to the caseworkers, making copies, coordinating events, managing referrals, reviewing expense reports, covering the reception desk when needed, translating, and more.

Sample Core Responsibilities:

  • Statistics and Reporting
  • Verify accuracy of caseworkers’ individual stats
  • Compile monthly stats for Infant and Toddler programs
  • Collect home visits, DSH, travel time, and TCM weekly from caseworkers and compile Family Services Productivity Report.  Include data from Infant HV, Toddler HV, IHC, IHF, N2N, IHMH, and MVS.

Data Entry

  • Enter Family Information Forms into Bridges Connect
  • Enter new referrals into Bridges Connect
  • Enter Infant HV referrals into Access Data Bases
  • Backup monthly milestone data
  • Compile monthly TCM Encounter Logs in preparation for annual Cost Report
  • Enter client information for agency events and other projects

Administrative Duties

  • Create and oversee referral binders for incoming Infant HV referrals
  • Provide clerical, typing, and filing assistance to direct service staff as needed
  • Type and send no contact letters to clients and pending referrals
  • Responsible for being the first point of contact for families calling the center to inquire about the Infant and Toddler programs; discuss program details with potential clients and take self-referral information when appropriate
  • Represent programs at community outreach events
  • Screen new referrals for client information, client schedule, and additional details regarding client issues
  • Contact referring parties to obtain additional information and advise of waitlist
  • Complete quality assurance calls monthly
  • Translate satisfaction surveys and other documents
  • Assist with assembling client files if requested
  • Create KIPS DVDs to be given to clients
  • Assist with obtaining new resources for clients
  • When backup is needed, assign referrals to caseworkers
  • Provide agency reception area coverage as needed
  • Attend monthly Admin Assistant meetings and team meetings
  • Attend weekly supervisions
  • Conduct Spanish fluency tests with potential interns and employees

Office Maintenance

  • Monitor and maintain the resource wall area
  • Assist with closed file maintenance and storage
  • Support with mailers, copying, filing, translating, and general clerical projects outside the Infant and Toddler programs if requested by immediate supervisor

Minimum Qualifications:

  • Strong knowledge of Word, Excel, Access, Outlook, and PowerPoint desired
  • Ability to multi-task
  • Bilingual Spanish/English required
  • High school diploma or equivalent

About the Center:

The Child Abuse Prevention Center is the county’s leading not-for-profit organization focused exclusively on the prevention of child abuse. As one of the largest and most successful family and children services agencies in Orange County, The Center works with families to create healthier environments for children, ultimately building stronger families. One child at a time, one family at a time, we are creating stronger families and healthier communities in order to prevent and to break the generational cycle of abuse.

Join our Team and Commit Your Expertise to our Mission: 

Interested candidates please send a cover letter, resume, and salary history to [email protected] referencing the position title in the subject line.