Associate Care Manager / Administrative Assistant (San Diego), Serving Our Survivors

Position Title:  Associate Care Manager / Administrative Assistant

Organization: Jewish Family Service of San Diego

Department: Serving Our Survivors and Center for Jewish Care

Position Type: Full-Time (37.5+ hours/week), Non-Exempt

Work Setting: Onsite

Reports To: SOS Program Manager

Pay Rate: $19.50 - $22.25/hour

Total Compensation:  

In addition to standard pay, compensation for this position includes:

• Comprehensive, low-cost healthcare coverage for employees
• Generous employer 401(k) contributions
• Employer-covered life insurance

Time Away from Work:

Being able to take time away from work is critical in bringing your best self to work. Time off benefits for this position include:

• Paid vacation time and sick leave
• 15 paid holidays, including Federal and Jewish holidays (as long as the holiday lands on a normal scheduled work day), and floating holidays
• 2 Wellness Days to be taken any time during the year to support employees’ mental wellness

Position Overview:

JFS is looking for a compassionate, mission-driven individual to join the Supporting Our Survivors San Diego team as the Associate Care Manager/Administrative Assistant. In this role, you have the opportunity to use your organizational skills and attention to detail experience to make a meaningful difference in your community and help change lives across San Diego. The Associate Care Manager/Administrative Assistant plays an integral role on the team and supports the entire agency by assisting Care Managers in providing short-term and long-term support to clients carrying out the established care plan and supporting department activities and maintaining records, files, statistics, and other documentation, both paper and electronic, and other program related activities and services including preparation for audits. This position reports directly to the San Diego SOS Program Manager and works closely with the San Diego team members and the rest of the SOS and CJC teams.

Responsibilities:

• Prepare files for new clients, open and close case files
• Scan, file and maintain documents and receipts in client hard copy folders and electronic files for Claims Conference and audit purposes
• Collect and process mail
• Enter check requests as touchpoints into ETOi (Efforts to Outcomes)
• Prepare letters and notifications to clients receiving financial assistance from Claims Conference (grantor)
• Print quarterly Home Delivered Meal letters and confirmation of service forms
• Prepare self-addressed stamped envelopes for clients to return signed confirmation of services
• Prepare and send annual requests for updates on client information/surveys, file and track client responses
• Update forms as necessary
• Complete and submit check requests
• Enter and track information in the JFS Database (ETOi), SharePoint and One Drive
• Track services and logs and assist accounting and program staff with audit
• Maintain HIPAA confidentiality guidelines and uphold Claims Conference requirements and quality in all services with and for clients
• Assist Care Managers in carrying out the established care plan
• Facilitate client services as assigned by Care Managers through a compassionate and person-center trauma-informed framework, including taking clients to medical and other essential appointments, translation as needed, delivering food and holiday packages to clients, assist with record keeping, obtain and check on necessary paperwork and documents from clients according to grant guidelines
• Respond to requests for information from survivors, connecting with Care & Program Managers or Director as appropriate
• Enter case notes/client contacts into ETOi and assist with other client service tracking as needed
• Assist with additional projects as needed, holiday deliveries, and socialization groups

Skills/Abilities/Experience That Are a Must-Have:

• 1-2 years’ experience working with the elderly, particularly those with PTSD and low-income populations
• Administrative experience with excellent organizational skills with attention to detail
• Familiarity with Jewish history, traditions, and culture
• Ability to show an unconditional positive regard for clients who turn to JFS for support
• Experience setting appropriate boundaries and limits when working with clients
• Valid driver's license: dependable accessible transportation that can be used to transport clients, and current auto insurance

 Language Skills

• Good spelling, grammar, and written communication skills
• Excellent written and oral communication skills for professional and clear communication with clients, family, and community partners
• Ability to read and interpret technical documents

Mathematical Skills

• Ability to add, subtract, multiply, and divide all units of measure using whole numbers, common fractions, and decimals

Computer Skills

• Excellent skills in Microsoft Office Suite, including Outlook, Word, and Excel
• Ability to learn and use multiple, complex data systems (i.e., client database/ETOi, Diamond)
• Ability to learn and use websites such as Canva
• Comfort using Zoom or similar products to conduct virtual meetings and events

Skills/Abilities We’d Like You to Have:

• Ability to work independently applying common sense and critical thinking to carry out instructions or in making decisions
• Open to take instruction from multiple team members

Must be able to

• Sit or stand for long periods of time
• Type on a keyboard and read a computer screen
• Communicate with clients and other staff on the telephone, by email and video calls
• Drive to visit clients or transport clients
• Carry packages to deliver to client (e.g. food packages)

Important Notice:

Incomplete submissions will not be considered. Please, no phone calls. Please, principals only. Please, local candidates only (relocation is not provided).

About Jewish Family Service of San Diego
Jewish Family Service of San Diego is a client-centered, impact-driven organization working to build a stronger, more resilient community.  For over 100 years, Jewish Family Service has been a trusted resource for the entire community, offering an array of services that are always life-changing, and often life-saving.  At Jewish Family Service, we believe our employees are the backbone of our Agency.  We strive to ensure that each employee is treated with dignity and respect.  Our goal is your success.  Come work at JFS and be our partner in Moving Forward Together.  To learn more about JFS, please visit jfssd.org. 

*Jewish Family Service is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.