Administrative Assistant

$40,000 to $45,000 / year

Position Summary: The Administrative Assistant performs duties in various areas. Provides administrative, clerical, and fiscal support to the Prevention programs and Directors and facilitates the monitoring, tracking, collecting, and reporting of pertinent data related to the functioning of the programs ability to comply with ACS Child Welfare standards.

Essential Duties: Understand and promote the organization’s Mission, Vision, and Core Values to ensure alignment with organizational policies and procedures. General responsibilities for the position of FFT CW Administrative Assistant include, but are not limited to:

Administrative, Clerical Support And Oversight

• Responsible for the efficient operation and positive environment of the FFT CW Prevention Services site.
• Ensure trauma-informed customer service in all interactions with Children’s’ Aid clients and staff.
• Train all new Prevention staff on administrative and office/site protocols.
• Answers telephone calls; Screens and directs calls; Takes and relays messages; Provides information to callers; Greets visitors and directs persons to appropriate personnel; Maintains client/visitors/employee sign-in log.
• Engage with the HR department regarding the agency’s onboarding process for new hires and the separation process for employees leaving the agency; address employee queries related to their benefits, time and leave and other agency policies and procedures. Maintains a high level of confidentiality related to personnel information.
• Be flexible to work out of other offices when needed to support the programs.
• Performs duties as an office coordinator including organize the office layout; ordering stationery and office supplies; Maintaining the office condition and arranging necessary repairs; Organize office operations and procedures; Coordinate with IT department on all office equipment; Managing contract and price negotiations with office vendors.
• Liaise with facility management, and vendors, including cleaning, and security service to ensure the office runs smoothly.
• Supports the coordination of staff events.
• Ensures the creation of a positive environment by decorating for events seasons etc.
  
  

Fiscal Support And Oversight

• Serve as the point person for staff for FFT CW fiscal operations. Interface with the Program Director, CWFS budget staff, and Central office staff.
• Process all bills and invoices for FFT CW programs. Processes FFT CW Developer invoices.
• Reconciles petty cash, MetroCards, and gift cards; Processes cash advances; Orders supplies and processes vendor payments; Ensures that all items are invoiced and paid on time.
• Supports financial requests for clients
• Book travel/ events when needed.
• Utilizes Excel-based expense Tracking Worksheet to monitor budget allocations, expenditures, fund balances, and related financial activities for the purpose of ensuring that allocations are accurate, revenues are recorded, and expenses are within budget limits.
  
  

Program Accountability As Needed

• Provide support to the Program and/or QA Director by reviewing case records for compliance with Accountability standards.
• Provides PROMIS/CCNX Case record review.
• Completes FSI’s as needed.
• Completes monthly utilization review charts.
• Create charts to compile weekly, monthly, and quarterly statistics.
• Maintains intake logs.
• Performs other duties as assigned.
  
  

Minimum Qualifications

• High School Diploma required.
  
  

Key Competencies

• Moderate to advanced use of Excel and Microsoft Office Suite; Particularly Excel.
• Familiarity with budgets and fiscal processes; comfortable working with math within a budgetary context.
• Ability to collaborate with vendors as well as other departments within the agency such as TMHR, Payroll, IT, etc.
• Good organizational skills with the ability to meet deadlines.
• Ability to work flexible hours on weekdays with approximately two days per week requiring early arrival or evening hours.
• Ability to work independently, as well as contribute to a team.
• Very good interpersonal/communication skills, including the ability to write well.
  
  

It is the policy of Children's Aid to provide equal employment opportunity to all employees and applicants for employment and is dedicated to maintaining a work environment that is free from harassment and discrimination. Children's Aid will not tolerate discrimination, harassment, or retaliation on any basis, including race, creed, color, national origin, ethnicity, alienage or citizenship status, gender/sex (including pregnancy), disability, religion, source of income, sexual orientation, gender identity or expression, age, familial status, caregiver status, military status, marital or partnership status, status as a victim of domestic violence, sexual violence or stalking, predisposing genetic characteristics, arrest or conviction record, credit history, unemployment status or any other characteristic protected by federal, state or local law. Children’s Aid is committed to complying with applicable state and local laws governing non-discrimination in employment. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Children’s Aid will conduct a prompt and thorough investigation of all allegations of discrimination, harassment, retaliation, or any violation of the Equal Employment Opportunity Policy in a confidential manner and will take appropriate corrective action, if and where warranted. Children’s Aid prohibits retaliation against employees who provide information about, complain about, or assist in the investigation of any complaint of discrimination or violation of the Equal Employment Opportunity Policy.

The incumbent is expected to work a schedule, whether in-person or hybrid, as determined by the department's needs to facilitate effective collaboration with the team. This flexibility is essential for maintaining seamless communication, fostering teamwork, and ensuring the smooth operation of the department's processes. The position's requirements are subject to periodic review and adjustment based on organizational needs and changes in work dynamics.