Case Assistant

About the role

PURPOSE The Jewish Board's Youth and Family Division supports survivors of domestic violence and their family members. Using a non-judgmental, trauma-informed approach, staff assist residents in achieving personalized recovery goals, stabilizing their families, developing independent living skills, and preparing for safe and permanent housing. Our work is guided by principles that emphasize housing stability, cultural humility, anti-racist practices, and respect for the dignity and resilience of every individual and family. POSITION OVERVIEW The Case Assistant provides administrative, operational, and facilities support to ensure the smooth functioning of the Transition Center program. This position serves as the first point of contact for visitors, residents, and external partners while coordinating building maintenance, tracking repairs, supporting program operations, and assisting families as needed. The Case Assistant works closely with the Program Director, Assistant Director, Office Manager, Residence Manager, and clinical staff to maintain a safe, welcoming, and well-functioning environment for residents and staff. This role requires strong organizational skills, attention to detail, customer service, and the ability to balance administrative responsibilities with facilities coordination.

KEY ESSENTIAL FUNCTIONS Administrative & Front Desk Operations

Provide professional front desk coverage and serve as the first point of contact for visitors, residents, and community partners. Answer phones, respond to inquiries, and direct calls appropriately. Assist with intake and admission processes, including copying documents, data entry, and coordination with referral sources. Maintain program records, filing systems, and electronic databases. Assist with archiving and maintaining confidential client and program records. Support monthly billing, audits, reporting requirements, and program documentation. Prepare correspondence, photocopying, scanning, faxing, and mailing as needed. Coordinate incoming and outgoing mail and deliveries. Monitor office supply inventory and submit replenishment requests. Assist staff with administrative projects and special assignments. Participate in staff meetings, trainings, and agency events.

Building & Facilities Management

Submit, monitor, and follow up on maintenance requests through SysAid and building management systems. Track repair status and ensure timely resolution of maintenance issues. Escort maintenance personnel, contractors, and vendors into residential units and program spaces as needed. Conduct weekly apartment and site inspections to identify safety, maintenance, and cleanliness concerns. Complete post-discharge apartment walkthroughs to assess unit condition and readiness for new admissions. Verify completion and quality of maintenance repairs, cleaning, and apartment turnover activities. Collaborate with the Residence Manager and Office Manager to prioritize maintenance work orders and assign tasks to program handymen. Assist with apartment readiness, furniture deliveries, and facility-related projects. Support IT staff and vendors during onsite visits and assist with troubleshooting basic office equipment concerns. Participate in fire safety procedures, evacuation drills, and other building safety initiatives.