Administrative Assistant

Casey Family Programs, an Equal Opportunity Employer, is the nation’s largest operating foundation focused on safely reducing the need for foster care and building Communities of Hope for children and families across America. Founded in 1966, we work in
50 states, the District of Columbia and Puerto Rico to influence long-lasting improvements to the safety and success of children, families and the communities where they live. We value diversity and respect for individuals in the workplace.

Job Summary:

The Administrative Assistant – Field Office is responsible for supporting the day to day operations of the field office, including fiscal management, administrative support to clinical teams and employee supports. Works with Casey staff, youth and families,
and collaborators to help provide high quality direct service programs. Serves as back-up in the absence of the Office Administrator.

Essential Responsibilities:

• Receives invoices and prepares invoices for reimbursement and/or payments to constituents and vendors while ensuring that approval process and financial guidelines are met. Prepares employee expense reports, credit card reconciliations, and other financial
  documents in line with Casey’s policies and procedures. Monitors state reimbursements in alignment with the jurisdiction agreement and engages with state/county partners for resolution of discrepancies. Monitors and reconciles recurring roster by tracking
  changes in client status on a monthly basis, at minimum. Ensures Field Office credit card and petty cash distribution and safe keeping procedures are followed. Maintains and implements Field Office Operating Manual protocols. 30%
• Manages paper and electronic files in accordance with applicable guidelines, local regulatory requirements, Casey practice standards and Council on Accreditation COA accreditation. Enters information into various electronic tracking systems, monitors due
  dates and coordinates with direct service staff on interface with resource parents in obtaining required documentation. Prepares recurring and ad hoc reports upon request. Prepares documents and presentations for leadership to improve Field Office operations
  and outcomes. Archives client and administrative files in accordance with Casey records retention protocols. Uploads approved contract requests and request for services into Casey’s Agreement and Reporting Tool (ART), tracks current, expiring, and archived
  contracts. Tracks contract expenditures to ensure spending aligns with contract limits. 20%
• Acts as the receptionist, and serves as the first point of contact for a wide range of internal and external inquiries, including emergency and crisis calls from youth, young adults, alumni, and families. Works under the direction of the Office Administrator
  to respond to requests or redirects caller/visitor to the appropriate staff member. 15%
• Provides administrative support to foster care and prevention teams. Includes preparing vouchers and invoices for client services, preparing service package and resource family binders with necessary forms to be used by clinical staff with clients, coordinating
  criminal background checks, insurance and driving records, and tracking for foster care requirements. Requires basic understanding of service packages and navigation of the Casey’s Case Management System (EPIK) in order to ensure accurate enrollment status,
  Continuing Education and Job Training scholarship (CEJT) tracking, and reconciliation of client data. 15%
• Provides general office support to Field Office staff, including calendaring, ordering supplies, travel arrangements and advances, usage and maintenance of technology, i.e. computers and phones, coordination of VTC, conference calls and meetings, office
  equipment and vehicles, mail distribution, and performing minor facilities maintenance. Coordinates internal and external events, to include parking, catering, contracts, hotel reservations, travel arrangements and other tasks as needed. 15%
• Performs other duties as assigned. 5%

Qualifications:

• A high school diploma and at least 3 years of administrative support experience are required. A college degree and/or training in general business administration is a plus.
• Strong organizational skills and effective written and verbal communication skills are needed.
• A broad knowledge of computer software is required. Advanced skills in the Microsoft Word and Microsoft Excel are desired.
• Strong youth and family engagement skills.
• Ability to work independently, while also taking direction.
• Proven success in working in a diverse, multi-cultural environment is required.
• Physical requirements include the ability to lift and reach for light objects; close visual acuity to prepare and analyze data, text, and figures; ability to type utilizing a computer keyboard; ability to travel to outside locations; and the ability to
  work at a computer for extended periods of time as a primary job function. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Local travel as well as occasional out of town travel may be required. Driving on Casey business may require use of personal vehicle; adherence to vehicle safety guidelines and qualification for insurance is required.