Senior Services Administrative Associate

Want to live out your faith through service? Want to leave work knowing that you made a difference in someone’s life? Then working at Catholic Charities of Eastern Virginia (CCEVA) may be the place for you. We work together as a team to better serve the community we live in. Join our team to help serve as the hands and feet of Christ in our community.
  • Perform all clerical duties for Senior Services, and support the Senior In-Home Services Coordinator with all programs.
  • Two or more years of experience in administrative work
  • Computer literate
  • Valid Virginia driver’s license
  • Office is located in Virginia Beach, must be able to travel between the Peninsula and Southside as needed
  • Acceptance of Pro-Life philosophy
  • Support Personnel to Senior In-Home Services Coordinator
  • Clerical duties / Data Entry / Documentation
  • Monthly and Quarterly reports
  • Tracking data
  • Interaction with both Clients and Workers
  • Marketing
  • Creating Newsletters quarterly
  • Responsible for all data entry regarding Workers, Clients, and Transportation Program
  • Prepare, process, maintain, and keep up to date information in Senior In-Home Services client and worker files in both paper file and Apricot
  • Prepare and keep on hand blank files that contain necessary program documents, so they are ready for the Coordinator when a new client or worker comes on board
  • When new client or worker come on board, will be responsible for making sure all documents are complete, in order, and information is loaded into agency database
  • File all timesheets and progress notes in appropriate places as soon as received
  • Ensure every client who receives services, has a time sheet turned in and hours are accounted for
  • Input all transportation requests on calendar, email workers for availability of assignments, ensure all transports are assigned, contact clients in event their ride is not assigned to a driver 48 hours in advanced
  • Track dates for information that must be renewed for both clients and workers, and responsible for obtaining updated information prior to expiration date, so there are no time gaps
  • Aide the Coordinator of In-Home Services with interviewing and on-boarding all new In-Home Service Workers
  • Prepare offer letter for new hires and obtain necessary signatures
  • Obtain references on all new In-Home Services employees and contracted workers and assist with on boarding new hires, completing new hire paperwork, administer drug testing, and orientation
  • Prepare wage reimbursement forms for In-Home Respite Workers and turn into Senior In-Home Services Coordinator for approval
  • Track and Prepare mileage reimbursement forms and turn into Senior In-Home Services Coordinator for approval
  • Ensure clients are completing service worker surveys, track when workers need new surveys completed and inform In-Home Services Coordinator, once surveys are obtained and reviewed by Coordinator file in both paper file and Apricot under client and worker
  • Track all In-Service Training for workers and document in Apricot, run quarterly report to track # of hours, and responsible for contacting workers if CE’s are not being done
  • Perform Case Record Reviews according to department policy, and turn in forms to Senior In-Home Services Coordinator to sign off
  • Coordinate and provide in-office access to computerized in-service training for both respite and companion careworkers
  • Arrange quarterly In-Service programs on both Southside and the Peninsula, coordinate with InHome Services Coordinator on topics
  • Prepare quarterly newsletters for both respite and companion care workers, communicate with In-Home Services Coordinator for anything specific that needs to be included
  • market programs to community agencies and organizations that serve the target population for the purpose of obtaining clients and programworkers,
  • Present agency programs and services to other professionals’/community organizations
  • Keep abreast of agency and community resources and maintain a referral list for Coordinator to provide to clients who are in need of additional resources and services
  • Assist Senior In-Home Services Coordinator in updating program manuals, Worker manuals, and training manuals
  • Perform Case Record Reviews according to department policy, and turn in forms to Senior In-Home Services Coordinator to sign off
  • Prepare and turn in monthly reports for funding sources (SSSEVA, ALZ, etc…)
  • Deliver reports and forms per grant instructions
  • Enter data quarterly into the agency’s PQI report
  • Ability to stoop, lift (ex. pick, pinch, type, or grasp)
  • Exerting up to 20lbs of force occasionally and/or a negligible amount of force frequently to lift, carry, push, pull or otherwise move objects.
  • Ability to inspect and analyze figures, accounting items, written materials, newsprint, computer terminal characters, transcription, and other similar objects at distances generally close to the eyes.
  • The worker is subject to a variety of inside environmental conditions that may occur in an office, private home, or elsewhere in the community
  • Perform related tasks as identified, to aid coordinator in running programs and building new programs
  • Attend agency and department staff meetings
  • Respond to agency needs in line with abilities, interest & changing community needs
Employee signature below constitutes employee’s understanding of the requirements, essential functions and duties of the position.

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