RIFS Program Assistant

IMMIGRANT AND REFUGEE COMMUNITY ORGANIZATION (IRCO)

JOB OPENING ANNOUNCEMENT

POSITION: RIFS Program Assistant

WAGE: $45,000 - $55,000 per year

JOB CLASS: Assistant 1

LOCATION: IRCO Main; Hybrid schedule

APPLY AT: www.irco.org

STATUS: Full Time with Benefits

PROGRAM(S): Refugee and Immigrant Family Strengthening (RIFS)

OPENING DATE: July 24, 2023

CLOSING DATE: Open until filled; reviewing applications upon receipt.

REQUIREMENTS: Driving and proof of auto insurance required.

OPENING STATEMENT

IRCO is deeply committed to a community of excellence, equity, and diversity and welcomes applications from women, underrepresented minorities, persons with disabilities, sexual minority groups, and other candidates who will contribute to the diversification and enrichment of ideas and perspectives. Diversity, Equity, and Inclusion are core values of IRCO. We believe that our organization is enhanced when diverse groups of people with diverse ideas come together to learn. Applicants whose work incorporates a global perspective and a demonstrated commitment to issues of diversity are particularly encouraged to apply.

PROGRAM SUMMARY

The Refugee & Immigrant Family Strengthening (RIFS) program was launched by IRCO in 1998 in response to the large volume of immigrants and refugees coming to the Tri-County area who were survivors of abuse. These newly arrived community members did not know how or where to go for services or resources and faced additional cultural, religious, or language barriers to obtaining such support. RIFS was designed to be a unique, culturally specific program that serves immigrant and refugee survivors of domestic violence and sexual abuse. RIFS is comprised of a team of Advocates who help survivors with safety planning, crisis intervention, emergency and stabilized housing solutions, intensive bilingual/bicultural case management, interpretation, and translation services, building self-sufficiency, accessing grants or other assistance funds, legal advocacy and court accompaniment, transportation, and immigration issues. RIFS also conducts prevention education and outreach in our immigrant and refugee communities and beyond.

POSITION SUMMARY

The RIFS Program Assistant is an important member of the Survivor Services team and provides vital support to department management and colleagues. This person will facilitate program paperwork, correspondence, and recordkeeping using their clerical and administrative skills. The RIFS Program Assistant will bear primary responsibility for entering complete and accurate participant data into multiple database systems, which means quick and accurate typing/data entry will be important skills. The role requires interpersonal communication, a trauma-informed and compassionate approach to social services, and strong time and task management. Part of this position will involve answering RIFS’ hotline phone, and the Program Assistant will receive training to become a Certified Advocate with the skills and knowledge necessary to provide immediate support to community members in need, and then assign a longer-term Advocate to the case. With a moderate degree of complexity, the RIFS Program Assistant operates with minimal supervision, but plenty of collaboration and engagement with colleagues. Often this position must balance requests by multiple people and be comfortable setting clear expectations and meeting deadlines. The successful RIFS Program Assistant will perform their duties with independent judgment, initiative, and accuracy, and the role is designed as an entry point into IRCO’s Survivor Services department, with potential for promotion into an Advocate role.

ESSENTIAL FUNCTIONS

• Adhere to program, agency, and federal legal policies on client confidentiality.
• Utilize a survivor-centered, strengths-based, trauma-informed empowerment model.
• Assess potential participants for eligibility, conduct brief intake sessions, follow up on internal and external referrals, and assign to Advocates for case management.
• Complete data entry, case notes, client file updates, and other administrative tasks
• Work closely with Survivor Services staff and partners to enter and monitor data.
• Maintain orderly filing system for any client files; ensure files are kept confidentially secured and removed for off-site secure storage at the appropriate date.
• Complete timely and accurate data entry of client data into the program’s Efforts to Outcomes (ETO) database as well as Multnomah County’s ServicePoint CompSite data system.
• Manage data entry processes to accurately track program outcomes for Funder and Program Coordinator and Managers
• Flag data entry/data quality issues for Program Coordinators
• Prepare routine correspondence, flyers, forms, client folders and/or other business-related documents as requested.
• Promote Language Accessibility using Interpretation and Translation services.
• Provide general administrative support to Program Coordinator and Advocates
• Actively participate in regular internal meetings, trainings, and community events (as appropriate), and as requested, record and send meeting minutes and other notes for Coordinators and Manager
• Support with calendars and scheduling
• Perform other duties as assigned by program management.

QUALIFICATIONS:

• Experience working directly with people from diverse racial, ethnic, and socioeconomic backgrounds.
• Ability to develop inclusive and equitable working relationships with stakeholders, colleagues, and community members.
• Must complete the 40-hour Oregon Domestic Violence and Advocacy training, with additional relevant training on topics specific to survivors within 10 days of hire.
• An effective and compassionate communicator, both verbally and in writing, and have excellent active listening skills to identify the needs of our clients.
• Fluency in English
• Strong Microsoft Office skills and ability and willingness to learn and use new software after initial training.
• Knowledge of database systems and record keeping best practices; systems and development of systems to record and report program data.
• Ability to quickly and accurately enter large quantities of participant data; maintain strict client confidentiality protocols; and accurately compile, analyze, and interpret data.
• Understand and follow complex written and oral instructions and procedures; work independently and be a vital and contributing part of a team.
• Ability to complete many short- and long-term tasks and projects on different timelines simultaneously.
• Excellent attention to detail, with analytical and problem-solving abilities

KNOWLEDGE:

Education: High school diploma is required, some college course work preferred (2)

Experience: 1-2 years of experience in office administration, clerical work, customer service, or another related field is required (3)

Certification: 40 hours Domestic Violence Advocate Certification within 10 working days of hire

Additional Language Required: Preferred, but not required.

Computers: All positions at IRCO require use of a computer and experience working with Microsoft products such as Microsoft 365, Excel, Word, Outlook, and PowerPoint.

SKILLS:

Communication:

Frequent interaction with those inside and outside the organization to exchange detailed information (3)

Creativity:

Regular need for redesign of a single focus process or procedure is needed (3)

EFFORT:

Mental:

There is an occasional need to assess risk as well as to make determinations about tasks and deadlines (4)

Physical:

Positions at this level require minimal physical effort such as light lifting, carrying or movement, etc. Physical capability involves use of office or equipment where some agility and hand eye coordination is needed (2)

RESPONSIBILITY:

Impact and Influence:

Positions at this level have a some need or ability to analyze problem or concepts or make decisions on the information. Positions at this level have some impact to and influence on organization operations, programs, expense, or budgetary outcomes. (3)

Work Independence:

Positions at this level are expected to handle regularly assigned work which includes making decisions and acting under limited supervision. New or unusual work is performed with a moderate degree of supervision, assistance, and review. (3)

Planning:

Positions at this level must be able to foresee issues associated with own work and identify future needs for supplies, equipment, resources which would stall operations or activities. (2)

Supervision:

Positions at this level are not responsible for any supervisory functions or responsibilities but may occasionally be asked to orient and/or train new employees or volunteers. (1)

WORKING CONDITIONS:

Environment:

There is some personal risk or hazard. Job conditions are somewhat uncomfortable due to varying work environments; outside job tasks; inclement weather; exposure to chemicals; electricity; or individuals of unpredictable, possibly harmful intent (4)

Schedule:

The work schedule occasionally fluctuates based on organization or customer needs. This fluctuation may occur with or without prior notice. (3)

HOW TO APPLY:

Applications are accessible on the IRCO website, www.irco.orgor IRCO’s main office, 10301 NE Glisan, Portland, OR 97220, 503-234-1541. Attach resume and cover letter to IRCO application form. This position requires the completion of an IRCO application. Materials submitted without a completed application are considered incomplete and will not be considered. Due to the high volume of applications received, we will not be able to contact each applicant or return calls regarding the status of your application.

Job Type: Full-time

Pay: $45,000.00 - $55,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: Hybrid remote in Portland, OR 97220

Salary : $45,000 - $55,000