Administrative Assistant

JOB SUMMARY: Provides administrative support and services for various programs engaged in delivering placement and licensing services to clients and families. Participates in organization’s performance and quality improvement efforts.

ESSENTIAL FUNCTIONS:

1. Provides administrative support for Out of Home Care which includes telephone coverage, copier projects, mail handling, supplies control and necessary communications internally and externally.
2. Maintains client/family records and databases. Performs necessary data entry and updates to client information data base for all supported programs.
3. Assures chart order is maintained. Tracks due dates for licensure, re-licensure, treatment plan due dates, foster care contract expiration dates.
4. Assists in Managing monthly PVL for CHN Licensed families, and all contracted providers as assigned. Completes daily reconciliation and provides daily and weekly reports to ensure accuracy of timely tracking of all placement changes.
5. Assists with tracking all new inquiries to include source and type of referral.
6. Attends meetings, training and conferences as directed.
7. Provides back up to main switchboard and fill in for other support staff when needed.
8. Assist with file review and preparation for annual audits.
9. Complete all entry of new and existing families into CareMatch or other identified tracking system.
10. Works within the philosophy, function and personnel practices of The Children’s Network, Inc.
11. Assist in personal and employment reference checks as assigned for families being considered for licensure.
12. Performs other duties as assigned.

***THESE ESSENTIAL JOB FUNCTIONS ARE NOT TO BE CONSTRUED AS A COMPLETE STATEMENT OF ALL DUTIES PERFORMED.  EMPLOYEES WILL BE REQUIRED TO PERFORM OTHER JOB RELATED MARGINAL DUTIES AS REQUIRED***

MINIMUM QUALIFICATION REQUIREMENTS:

Education & Experience:

Minimum of High school Diploma and at least two (2) years of experience in working in child welfare or judicial setting. Relevant experience with foster care helpful. Exceptional computer skills, specifically in the arena of internet searches required.

Licenses &Certifications:

• Must possess and maintain a valid Florida driver’s license with no record of criminal driving offense of license suspension. 
• Must possess means of providing job related transportation and show proof of required insurance.  Must be insurable under CHN’s current auto insurance policy.
• Must be able to work flexible hours, including evenings and weekends, as requested. 
• Must successfully complete and maintain FDLE clearance, Federal background and state criminal background check and sexual predator screening.

COMPETENCIES & PROFESSIONAL DEVELOPMENT:

Annual Training Requirements: The following training topics are required annually: Sexual Harassment, Blood-born Pathogens, Workplace Accident Prevention and Reporting, Confidentiality and Privacy Practices, Diversity/Cultural Competency, Child Abuse and Neglect Mandated Reporter Statutes and Methods, Prevention of Violence in the Workplace, OSHA–related training, Crisis Prevention, and Program Goals. 

Knowledge, Skills and Abilities:

• Knowledge of Department of Children and Families rules and regulations regarding requirements of background screens of any licensed or applicant foster parents.
• Knowledge of child abuse or neglect reporting procedures and methods.
• Knowledge of agency's organizational structure, standard operating procedures, and policies.
• Ability to establish effective working relationships with clients, co-workers, supervisors and other individuals in a diverse arena.
• Ability to communicate effectively and professionally, verbally and in writing. 
• Exceptional computer skills to include Microsoft Outlook, Word, Excel, and Adobe.
• Ability to understand, familiarize and apply guidelines and procedures.
• Ability to work independently and utilize critical thinking skills, as well as initiative to maximize ability in meeting deadlines.

 ESSENTIAL PHYSICAL SKILLS:

• Visual: ability to safely operate a motor vehicle, read printed materials, and make observations of physical facilities.
• Hearing: ability to understand and comprehend spoken dialogue in individual and group settings.
• Frequent use of hands.
• Ability to speak clearly and effectively.
• Reasonable accommodation will be made for otherwise qualified individuals with a disability.

ENVIRONMENTAL CONDITIONS:

• Works indoors in an office environment.
• Works with licensed foster parents and applicants to become foster parents
• Ability to sit at desk for long periods of time, and tolerate extended periods of data entry. Moderate level of potential for exposure to blood borne pathogens; therefore, eligible for Hepatitis B vaccination series.