Administrative Specialist

Description

Entry to Mid Level

The Administrative Specialist will supervise the daily logistical processes for multiple Sunshine Departments. As the Administrative Specialist you will work independently on assigned tasks given by Administrative Manager, Director of Programs or CEO. The Administrative Specialist functions as a role model, adhering to agency standards of practice for staff, clients, and the public.

 Schedule: 

Monday-Friday: 8:00am-5:00pm

The duties for the Administrative Specialist include, but are not limited to the following:

• Conduct quality assurance inspections of foster care group homes to ensure compliance with licensing, contractual, and agency standards.
• Review daily reports and program documentation for accuracy, completeness, and quality assurance purposes.
• Monitor compliance requirements and deadlines to ensure adherence to licensing regulations and agency policies.
• Review, track, edit, finalize, and submit incident reports to the Department of Child Safety (DCS) within required timelines.
• Maintain and update DCS case manager information and other critical records within agency databases and tracking systems.
• Support agency auditing processes by reviewing records, identifying deficiencies, and ensuring corrective actions are completed.
• Maintain accurate spreadsheets, databases, and compliance tracking logs to monitor documentation, deadlines, and reporting requirements.
• Work closely with Program Managers to ensure all required intake, transfer, discharge, and compliance documentation is received and properly maintained.
• Request and obtain updated case information as DCS case assignments change.
• Prepare and distribute discharge packets to DCS case workers within required timeframes.
• Organize, maintain, and manage digital and physical program records while ensuring confidentiality and accuracy.
• Assist with front office operations, including answering and directing incoming phone calls, emails, and correspondence.
• Attend agency events and activities as assigned in support of the children and agency programs.
• Provide administrative support to leadership and departments as needed.
• Perform additional duties and special projects as assigned by the Administrative Manager, Director of Programs, or CEO.

 Preferred Experience:

• Experience reviewing documents for accuracy, completeness, and compliance with agency, licensing, or regulatory requirements.
• Experience maintaining and updating spreadsheets, databases, and tracking logs with a high degree of accuracy.
• Strong attention to detail and organizational skills.
• Ability to identify missing documentation, discrepancies, and compliance concerns.
• Proficiency in Microsoft Excel, Google Sheets, and other document management systems.
• Ability to manage multiple deadlines and maintain accurate records.

Requirements

The Administrative Specialist shall meet the following conditions:

• Bachelors Degree Required
• Must exhibit strong leadership qualities and establish a cohesive team of behavioral health professionals.
• Presents clean and professional appearance.
• Demonstrates strong professional boundaries and a trauma-informed approach to care for children in need.
• Effective written and verbal communication skills.
• A valid Arizona driver's license.
• Must have a level one fingerprint clearance as required by the Arizona Department of Child Safety, and a physical examination.
• Maintain current First Aid & CPR.
• Must meet all agency's contractor and licensing agent requirements for agency personnel.
• Must be able to work and foster a culturally diverse environment.

Continued employment contingent upon satisfactory supervisor's evaluation, meeting continuing education requirements, and maintaining a satisfactory driving record.