Office Assistant » EltasJobs

General Objective: To serve as a member of the case worker and treatment teams, provide support for the staff and the director, and manage day to day operations by: developing and maintaining file systems, drafting and editing reports, managing correspondence of staff, greeting the public through phone and providing general reception and managing or assisting with projects as assigned.

Nature and Scope of this Position:

This position reports directly to the Program Director of the Dan Fox Family Care Program of Youth Homes.
This position has no supervisory responsibilities.
This position assists the program in meeting administrative requirements.
This position assists this program in dealing effectively with clients, customers and the general public.
Unless otherwise arranged in advance with the Program Director, the hours for this position are Monday and Tuesday, 1:00PM-5:00PM and Wednesday, Thursday and Friday, hours are 9:00AM-1:00PM.

Examples of Tasks:

Bring mail each morning for all Team Office staff.
Manage all incoming and outgoing correspondence for the staff of the Team Office.
Send and receive information packets (child referral, licensing, etc…) and ensure their completion before passing them to the proper processing staff.
Receive all incoming telephone calls during business hours.
Greet/receive all visitors to the Team office during business hours.
Manage office supply inventory and acquisition under the direction of the Director.
Photocopying and filing as requested by Team Office staff.
Track authorization dates for DFFCP children in care.
Advise Treatment Managers of upcoming authorization requirements in a timely manner.
Maintain Excel spreadsheet on programs and clients in programs.
Support Treatment staff in their use of program data bases (input and queries/reports). Work with Corporate staff to ensure timely entry of data.
Perform monthly audits on DFFCP and GH parent and child charts as requested by the Director and retrieve information for charts.
Participate in annual licensing review of DFFCP and GH as assigned by the Director
Attend staffing, record meetings, and distribute summaries/briefings to all program staff.
Attend other team meetings/staffing as needed/requested.
Assist with special events as requested.
Do copying.
Missing information should be collected from the appropriate agency personnel.
Mail out the TX Manager/Case Workers monthly reports to the social worker(s)/guardian of the children in care.
Mail out re-licensing information to foster parents three months prior to expiration.
Mail out and copy initial licensing materials for necessary staff.
Work with the Director and Family Developer to prepare for family home studies by: maintaining a check list of licensing information needed in the families file, preparing the necessary paperwork for the home studies, make reminder phone calls to the families about their appointments.
Maintain a list on excel of all adoptive home studies.
Serve as a notary public.
Perform criminal records and DMV checks as well as finger print checks on foster parents of all types.
Prepares confidential material and correspondence for the Director. Perform duties, which may include calendar coordination, maintaining travel schedules, correspondence, supports special meetings and events such as local state licensing renewal visits etc.
Mail out initial foster/respite/adoptive parent applications as assigned.
Produce and mail out parent support group and training fliers. Do reminder calls to parents about these events.
Actively utilize computer technologies in day-to-day work. Serve as a liaison with the Corporate Office.
Other tasks as assigned or authorized by the Program Director of DFFCP.

Responsibilities:

To work as part of Corporate Team and to cooperate with others.
To communicate needs and problems directly.
To operate within the philosophical and administrative guidelines of the Missoula Youth Homes, Inc.
To know and follow corporate policies for personnel, program, and administration.
To operate in the best interests of the children in our care.
To give others respect and consideration in dealing with them.
To use the best possible judgment and available information in making decisions.
To receive day-to-day supervision from Foster Care managers in the office.

Requirements

Sound moral character.
Good personal and professional references.
Minimum High School diploma.
Clerical or office experience
Commitment to children and purposes of Youth Homes, Inc.
Awareness of the ethnic and cultural aspects of the community in which the program operates.
Experience in the non-profit sector.
Demonstration of the following skills.
Organization
Filing
Time Management
Office Machines
General Reception
Ability and comfort in dealing with public
General computing skills with special emphasis on word processing, databases and spreadsheets
Good problem solving skills and conflict resolution skills.