Administrative Assistant - QM

Mission Statement

The Children’s Network of Southwest Florida is committed to working with the community to protect children and preserve families.

General Purpose of Job

Assist the Quality Management Director and Quality Management Staff with scheduling appointments, including internal and external schedules, correspondence, providing information to callers, and assist in the daily operations of the Quality Management Department.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Essential Duties and Responsibilities

• Reports to the Quality Management Director
• Conduct special reports as directed by the Quality Management Director
• Provide administrative support to the Quality Management Staff
• Coordinates training and travel for Quality Management staff
• Maintain office calendars, schedule appointments, and coordinate meetings, trainings, and conference rooms.
• Coordinate conflict of Interest Staffings
• Complete critical incident report entry in IRAS
• Develop permanency staffing schedule
• Serves as the CBC’s Liaison for access to external online systems
• Generate monthly team reports
• Coordinate onboarding of new Quality Management staff
• Creates and maintains databases
• Prepare, proofread, and format correspondence, reports, presentations, notices, and other agency documents.
• Scan, upload, and accurately label documents in the child welfare information system
• Organize and maintain filing systems
• Send, receive, and direct faxes, mail, and related correspondence

• Serve as the receptionist for the office - Manage front desk operations, greet visitors, direct clients, caregivers, and service providers to appropriate staff. Answer, screen, and route incoming phone calls; document messages and urgent inquiries.
• Support special projects, audits, and accreditation activities (e.g., COA, DCF licensing reviews).
• Monitor office supplies and submit orders; maintain organized supply and file areas.
• Communicate effectively with internal staff, external providers, caregivers, and community partners
• Assist with managing petty cash
• Other duties may be assigned

Tracker (Complaints)

• Manage incoming correspondence related to the Department of Children and Families (DCF), DC Trackers, complaints and inquiries;
• Manage incoming correspondence and telephone calls related to complaints from clients and from Legislators regarding their constituents;
• Conduct internal and external research regarding Trackers, assign to appropriate case management staff, supervisors and directors, notify CEO of outcome if necessary, and respond to DCF, client, legislators, etc.
• Create, update and maintain Tracker completion summaries; and
• Maintain Tracker spreadsheet on a monthly basis for distribution to Directors of Children’s Network of Southwest Florida and the Case Management Organizations

Working HOurs

CNSWFL’s work week is Monday through Friday, 40 hours per week.  Your Supervisor will advise you of your work hours; however, business office hours are 8:00 am to 5:00 pm.

Travel

Travel in and outside of Circuit 20 (Lee, Charlotte, Collier and Hendry/Glades counties) is required.

Training

All employees must complete fifteen (15) hours of on-line or classroom Training on an annual basis.  If the employee is a Certified Child Welfare Professional, Training hours must total twenty (20) annually.

Supervisory Responsibilities

• This position has no supervisory responsibilities.

EDUCATION and/or EXPERIENCE

A.A. Degree plus a minimum of two (2) years’ previous administrative or secretarial office experience; or a High School Diploma / (G.E.D.), plus five (5) years of comparable experience.

Skills and Abilities

Must be able to operate standard modern office machinery, including fax, telephone, calculator, computer, scanner, printer, copier and mail machine.  Minimum typing speed of 50 wpm; excellent word processing skills.  Strong Proficiency in Microsoft Office Suite programs, including Word, Excel, Power Point, Publisher and Outlook.  Must be competent with basic e-mail protocol and procedures including sending, receiving, replying, attachments, and meeting scheduling.  Excellent written and oral communication skills. Effective listening skills. Ability to prioritize tasks and manage time in a fast-paced environment. Ability to work as a team member, and the ability to work in a multi-cultural environment.  Must possess excellent organizational skills and abide by the highest standards of confidentiality.

pre-employment requirements

Certificates, License, Registrations, backgrounds, drug screens, Etc.

• Valid driver’s license required, with proof of insurance
• Driver’s license check is a requirement
• No special certification or registration is required for this position
• Criminal background screening (fingerprinting) (Local Law Enforcement and FBI/FDLE)
• Drug Screening is a requirement
• Children’s Network participates in E-Verify

Other Requirements

Language Skills

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.  Ability to write reports, business correspondence, and procedure manuals.  Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Ability to calculate figures and amounts such as percentages.  Ability to apply concepts of basic algebra and geometry.

REASONING ABILITY

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.  Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This job requires the ability to sit for extended periods; walk; stand; use hands to finger, handle or feel; reach with hands and arms; stoop, kneel or crouch; talk and hear.  This job requires visual acuity sufficient to read and to operate standard modern office machines.  The employee must occasionally lift and/or move up to 25 pounds.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This is administrative work in an indoor office environment with a moderate noise level (business machines, printers, computers, telephones).

ADA:    Children’s Network of Southwest Florida, LLC will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990.

EEO:      Children’s Network of Southwest Florida, LLC does not discriminate on the basis of race, national origin, gender, religion, veteran status, or disability in employment, in provision of services, or in access to programs.

Children’s Network of Southwest Florida, LLC is a Drug-Free Workplace.

I certify that the statements above to the best of my knowledge accurately describe the duties performed and agree that I am qualified in education and skill to meet the requirements of the position.  If the employee does not agree, indicate here:

• A.A. Degree plus a minimum of two (2) years’ previous administrative or secretarial office experience; 

OR

• High School Diploma / (G.E.D.), plus five (5) years of comparable experience.

Must pass a Level II Background Check. For more information please click this link: https://info.flclearinghouse.com

Salary : $20