What are the responsibilities and job description for the Administrative Assistant position at Shineforth?
Who we are:
Child & Family Healing Center provides 24- hour intensive residential treatment on Shineforth's staff-secure, unlocked 33-acre campus. Our multidisciplinary team integrates Collaborative Problem Solving™ with family engagement, psychiatry, nursing, verbal and non-verbal therapies, social work, and counseling.
What we do:
We collaborate with communities in a Systems of Care approach to ensure successful transition into residential treatment, through intervention, and back into the community.
We assess strengths and executive functioning to develop treatment goals for youth and families.
Who We Serve:
We serve males, females, and gender-diverse youth ages 11-17 at time of admission, who are in the custody of their parent/guardian, the Department of Social Services, or the Department of Juvenile Justice, and have a minimum IQ of 65 (evaluated on a case-by-case basis).
- Trauma histories
- Mood and anxiety disorders
- Emotional, social, and behavioral challenges
- Autism and other neurological differences
- Problem sexual behaviors
What we are looking for:
An Administrative Assistant to provide administrative support to the department and/or Agency by performing the following duties:
FIRST POINT OF CONTACT
- Field and direct incoming phone inquiries regarding services provided by Shineforth and community programs.
- Create and mail Inquiry Packets to potential clients.
COMMUNICATIONS
- Generate mass mailings and emailing to families for various events and communications.
- Point person to receive responses and RSVP’s to invitations, trainings and various events.
DATA ENTRY
- Key confidential data into Electronic Health Record for new clients, updates and closed cases.
- Generate routine reports from Electronic Health Record.
- Manage on-going updates of client documents for files.
- Track and generate reports to be submitted to QI department.
FILE MANAGEMENT
- Responsible for managing files of families and clients.
- Audit documentation for signatures and completion before filing.
- Accurately file confidential documents for all programs and clients.
- Develop and implement systems to support social workers with compliance of documentation regulations.
- Scan and archive closed files into electronic format.
- Assist Quality Improvement chair with managing systems and data entry related to file audits, satisfaction surveys, and compliance.
- Assist in tracking outcomes for department.
ADMINISTRATIVE SUPPORT
- Work independently and within a team on ongoing and special projects.
- Negotiation of event locations and purchases.
- Maintain supplies and ordering for office and staff.
- Distribution of mail.
- Assist with scheduling, logistics and purchases needed for Monthly trainings and other events.
- Schedules and organizes staff meetings and trainings. May be responsible for travel arrangements.
- Participate on special committees for staff activities and celebrations.
- Record staff trainings in RELIAS, process accounts payables and Foster Parent payroll and monthly billing verification.
- Track and submit Visa expenditures and maintain office petty cash.
- Ensure regular maintenance of Agency vehicles, including monthly report.
- Keep Craig’s List Ad current for Resource Parents
- Ensure File Server backups are completed nightly and weekly computer servicing occurs.
What you will need:
One year certificate from college or technical school; or a high school diploma and three to six months related experience and/or training; or equivalent combination of education and experience and skills. Ability to understand and effectively use computers and other office equipment.
Why Work at Shineforth?
Shineforth has been an unwavering champion for children, teens, and families for more than 125 years. Our main campus is in Richmond, Va., and we offer nearly 20 programs at nine locations throughout Virginia.
Work-life balance is critical to the health and well-being of our employees, which is why we offer full-time employees generous paid leave, 12 paid holidays, and comprehensive health benefits options that include vision, and optional dental.
All Shineforth employees (this includes part-time and PRN) are eligible for our Employee Assistance Program, and a 401(k) with employer match.
Diversity, Equity, and Inclusion (DEI) is at the forefront of all we do at Shineforth, and we maintain a culture of acceptance in which crucial conversations are encouraged. Shineforth doesn’t exclude anyone on the basis of race, color, national origin, gender, sexual orientation, genetic information, disability, religion, or economic background.
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