Section 1:  Summary – Overview and Purpose of Position

The Resettlement Administrative Assistant is responsible for various day-to-day administrative tasks in support of the refugee resettlement program at JVS. This includes scanning and electronic filing of client documents, tracking client financial expenditures, requesting checks for newly arriving clients, file audits, and more. This position supports the program in meeting documentation requirements laid out in the Cooperative Agreement governing resettlement services.

The position is currently listed as a part-time role with the possibility of expanding to full-time in the future.

Section 2:  Qualifications – Education and Experience

  • High school diploma preferred. Relevant experience may be substituted for diploma.
  • Minimum 1-2 years of experience working in an office setting.
  • Familiarity/comfort entering data, working with electronic filing systems, and using computer programs such as Microsoft Excel.

Section 3:  Responsibilities/Duties

  • Case Files:
    • Create client electronic files upon notice of scheduled arrival.
    • Create files in Penelope
    • Scan and e-file client documents in a timely manner once they are received from case managers and other members of the team.
  • Client Financial Records:
    • Request pocket money checks for all clients prior to arrival.
    • Manage client financial tracking spreadsheet by entering expenditures based on check receipts and online credit card transactions.
    • Save documentation in client files
  • Client Service Tools:
    • Create binder for each case to include all service related documents
    • Provide Case Managers with tracking documents for individuals/families on their case load
    • Create schedule/calendar of core services for each case
  • Manage data, records, and reports by checking for errors and verifying accuracy of information.
  • Assist with periodic file audits to identify missing documentation that needs to be added to client files.
  • Other duties as assigned.

Section 4: Skills Needed

  • Competent oral, written, and interpersonal skills
  • Ability to work effectively in an environment that is multicultural and multilingual
  • Self-motivated, enthusiastic, and community driven
  • Excellent attention to detail
  • Strong computer skills and proficiency in Word, Excel, electronic filing, and internet-based communication.
  • Ability to independently prioritize daily tasks and responsibilities.

Section 5:  Relationships

The ability to develop positive working relationships with internal staff and community partners.

Section 6:  Working Conditions and Physical Effort

Light exertion of up to 30 pounds of force occasionally / frequent exertion of up to 10 pounds of force.