Administrative Assistant

Overview
We are seeking a highly organized and motivated Administrative Assistant to join our team. The ideal candidate will play a crucial role in supporting daily operations by managing schedules, providing customer support, and ensuring the smooth functioning of the office environment. This position requires strong communication skills, attention to detail, and the ability to multitask effectively.

DUTIES / RESPONSIBILITIES:

Phones

• Responsible for ensuring all queues are accurate and up to date to include new hires, on-call, foster, etc.
• Ensures an appropriate answering system is in place if the physical office is closed.
• Answer Voice over IP (VOIP) phone system through ZOOM and direct phone calls to appropriate staff and/or department.
• Direct all referrals to the Director of Admissions.

Fleet Management

• Coordinate all fleet management service needs with staff who have been assigned to company vehicles, as well as all vehicles left at the office.
• Ensure all vehicles have up-to-date oil changes, registration, and inspections.
• Transport vehicles for fleet maintenance as scheduled or directed.
• Coordinate all car cleaning at least quarterly.
• Communicate and assist with EZPass and gas card needs for all company-owned vehicles.
• Ensure all vehicles contain required items such as first aid kits, jumper cables, hand sanitizer, phone holders, extra masks, etc. Maintain a supply of car seats for staff use. Order supplies when new vehicles are purchased.
• Ensure staff are trained on all current and changing car seat and traffic laws.
• Assist with emergency services as needed, such as coordinating towing services.

Organizing/Cleaning the Office

• Maintins a Professional office environnement.
• Coordinate with the cleaning company and ensure they follow contractual agreements.
• Upon approval, schedule and attend to any office repairs.
• Prepare, coordinate, and distribute all mail, packages, faxes, etc.
• Submit supply orders monthly for the physical office as well as staff’s remote offices for approval; process once approval is received.

Data extraction

• Track all data for our annual outcome report on a spreadsheet. Compile the final report.
• Gather and collect data as requested by the Management Team.

Data entry

• Perform photocopying and other production services.
• Upload contract to shared folder; Maintain a cheat sheet.
• Type and distribute data as requested by the Management Team.
• Provide clerical/administrative support to all staff.

Other

• Attends mandatory bi-weekly team meetings as well as individual supervision and any other meetings as required; create team meeting template before each meeting and takes meeting notes.
• Assist with preparing and conducting all celebrations for staff and our foster families to include, purchasing and sending greeting cards as needed.
• Assist in all staff engagement activities.
• Advise the office manager of any issues that would hinder job performance.
• Advise the office manager of any issues to ensure orderly and efficient administrative operations.
• Conducts post office and bank runs.

KNOWLEDGE / SKILLS:

• Excellent oral and written communication skills.
• Strong organization, time management, and problem-solving skills.
• Ability to maintain appropriate confidentiality and comply with all HIPAA requirements.

EDUCATION / EXPERIENCE:

• High school diploma or equivalent required.
• At least two years’ experience working in an administrative role, preferably at a foster care or mental health agency.
• Associate’s degree in social science and/or combined education and one year’s experience working in an administrative role preferred.
• Possession of a valid state driver’s license is required.

Join our team as an Administrative Assistant where your contributions will be valued, and your professional growth will be supported!

Job Type: Full-time

Pay: $22.50 - $25.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Referral program
• Vision insurance

Experience:

• Administrative: 2 years (Required)
• Child welfare: 1 year (Preferred)

Ability to Commute:

• Richmond, Virginia 23236 (Required)

Work Location: In person

Salary : $23 - $25