Description

DEPARTMENT SUMMARY:

Holt International carries out child welfare, family preservation and family strengthening programs and domestic and intercountry adoption in over 15 countries throughout the world. The Programs and Services Department serves more than 1,000,000 children, family members and other individuals with family strengthening services, orphan care and adoption services. Managed by U.S. and in-country staff, these programs and services are carried out in close cooperation with partner agencies, orphanages and other child service providers, government child welfare agencies, local and regional officials, funding agencies, and others. The department continuously evaluates opportunities to expand or deepen program services while maintaining high standards of quality and transparency for sustainable development and child welfare impact.

POSITION SUMMARY:

Assists in the efficient operation of the branch office by providing clerical and administrative support.

ESSENTIAL JOB FUNCTIONS:

1. Maintains files by opening, evaluating information as it is received, recording data, photocopying files for social worker and updating files as necessary.
2. Ensures documents are completed in a timely and efficient manner by responding to families’ inquiries regarding country specific and domestic requirements and generating invoices as needed. Compiling and scheduling adoption processing information to the family during various stages throughout the adoption process.
3. At the discretion of the Branch Director, screen prospective adoptive families by responding to first information requests and reviewing initial application to ensure family meets country program requirements (age, years of marriage, number of children in the home) listed on their application.
4. Processes daily mail by dating, logging, filing and evaluating as necessary.
5. Coordinate family’s adoption, post-placement and finalization process by monitoring and assisting families through the entire process. Assembling and sending reports to country program, providing proper documentation to family, attorney and/or court, and maintaining communication between all parties. 
6. Optimizes social worker’s and Branch Director’s time by communicating all pertinent information, screening income calls and correspondence, typing correspondence, home studies and post placement reports, and providing support as requested. Reporting to workers and Branch Director on current caseloads and communicating all pertinent information regarding child, flights and general office procedures.
7. Contribute to family recruitment effort by answering questions, sending application packets, and maintaining contact with family after first inquiry.
8. Prepare reports by compiling monthly and quarterly statistics using the database to ensure accuracy of information and provide caseload reports to social workers. Compiling additional reports and statistics as required by Branch Director.
9. Contribute to accuracy of agency data base and statistics by entering all necessary information into the database. Enter information on monthly reports.
10. Maintains office supplies by conducting inventory and ordering as necessary.
11. Assists with branch events by coordinating dates, disbursing information to volunteers and participating as requested by families or Branch Director.
12. Contributes to team effort by collaborating and communicating with the team on needs and priorities. Exhibiting cooperative and effective work relationships, such as, responding positively to challenges, assignments, and inter and intra departmental requests; seeing beyond own tasks to help fulfill the organizational goals. 
13. Contributes to a positive, productive work environment by meeting attendance and punctuality guidelines and break times and pre-arranging time off with appropriate notice; treating all people with dignity and respect; and exhibiting good listening and comprehension skills including giving and welcoming feedback.

SUCCESS FACTORS: The successful Administrative Assistant is self directed, detail oriented, analytical and systems oriented. Has strong organizational, administrative, and communication skills. Has solid trouble shooting and problem solving skills and the ability to gather and synthesize information. Ability to be a team player and to establish relationships with clients and families. 

Requirements

KNOWLEDGE: (MINIMUM REQUIREMENTS): Two years administrative experience in a social service setting. Bachelors Degree in Human Services or related field preferred. Have obtained or the ability to obtain notary. Thorough knowledge of English, spelling, punctuation, arithmetic, and general office practices, including ability to do Microsoft Office word processing and spreadsheet programs. Ability to adhere to prescribed routines and to work independently in accordance with established organizational policy. Ability to learn about adoption procedures, policies, and processing.

INFORMATION PROCESSING: Organizes and monitors systems of information relating to adoption processing through filing, tickler systems and formatting for broader consumption. Ability to set priorities, construct correspondence, assess clients’ needs and determine eligibility. Ability to research and analyze information for reports and inquiries, organize and monitor systems of information through filing, tickler systems, and formatting for broader consumption. Organizes and disseminates work to social workers within the branch. Monitors social work activity and ensures reports are completed in a timely manner.

SCOPE OF RESPONSIBILITY: Works independently and takes initiative in assigned duties, particularly in selecting among various options to accomplish work. Follows procedures with regularized tasks such as the issuance of reports and routing of correspondence. Ensures continuity in branch services in the Branch Director’s absence.

INTERPERSONAL COMMUNICATION: Ability to work well with other employees and families, particularly in explaining procedures and circumstances related to adoption processing. Exercises good judgment, courtesy and tact with families. Ability to effectively participate in a branch office format. Ability to respond to families in an encouraging and welcoming manner

IMPACT OF RESULTS: Ensures families are responded to in an accurate, timely and courteous manner. Provides Branch Director with support to effectively monitor and promote adoption within the branch. Assists families and other branch staff ensuring that families have a positive adoption experience. In the absence of the Branch Director, ensures branch continuity.

SUPERVISORY RESPONSIBILITY: None

ACCOUNTABILITY: 

Reports to and is evaluated by the Branch Director