Program Administrative Assistant Job Description
Purpose: To provide assistance to the Foster Care and Counseling teams through clerical support and recruitment of services, assisting with special events and other agency clerical support, as well as assist in agency wide projects as assigned.
Job Responsibilities- Agency
Answer phones
Greet and assist clients with a friendly and welcoming attitude
Provide clerical support to the Foster Care and Counseling Programs as needed
Provide clerical support to the Operations Manager and Program Directors
Communicate with potential and existing clients regularly. Provide requested information as quickly as possible and follow up within a reasonable amount of time.
Various marketing and PR activities for the agency
Some driving may be required
Job Responsibilities- Foster Care
Communicates with and screens foster care inquiries received by the agency and provides inquiries with the pre-application and/or formal application packet as needed.
Assists the Foster Care Program Director in the family certification process by calling references, scheduling and assisting in the delivery of orientation, Guiding Principles, or additional training to families.
Assist the foster care team with mailing, collection, and processing of certification paperwork, annual paperwork, and monthly documentation.
Collect and ensure all documentation is completed appropriately including verification of signatures, dates as needed. Scan, upload and file documents as indicated in program policy.
Raise awareness in the faith community, with donors and partners about the scriptural mandates for foster care and adoption.
Organize, coordinate, and participate in monthly foster care support/training groups for families in collaboration with the Foster Care Program Director.
Communication with OHS regarding foster care paperwork and billing.
Attend foster parent recruitment and/or community events on behalf of the agency to highlight the need for foster homes in Oklahoma.
Other tasks as assigned
Job Responsibilities- Counseling
Manage counseling waitlist, referrals, and scheduling
Insurance claim filing and follow up, payment posting, journal entry creation for QuickBooks, client assistance for billing questions.
Assist therapists with assessment scoring
Scan, upload and file documents as indicated in program policy.
Other tasks as assigned
Type of Position:
Full-time
Wage Classification:
Salary
Financial Justification for the Position:
The position is funded through the various revenue streams of the agency. There are sufficient funds for the position.
Work Hours
8:30 am-5:00 pm Monday-Friday. Some evenings and weekends for special agency events.
Reporting
This position reports to the Operations Manager.
Desired Character Strengths:
Attentiveness, Availability, Dependability, Diligence, Discretion, Enthusiasm, Flexibility, Initiative, Loyalty, Obedience, Orderliness, Punctuality, Sincerity, Responsibility, Thoroughness, Thriftiness, Truthfulness
Education/Training:
High School Diploma or equivalent
Competencies/Requirements:
Strong organizational skills
Proficiency in Microsoft Office Suite and Office 365
Willingness to agree to and abide by all policies and procedures including P213 Code of Ethical and Christian Conduct and OP410 Faith Engagement
Willingness to familiarize self with policies and procedures of Lilyfield as well as requirements of other governing agencies
Ability to work with the team toward a common a goal
Ability to use discretion when discussing sensitive or confidential information
Excellent interpersonal skills
Ability to schedule and multitask
Excellent oral and written communication skills
Good problem-solving skills
Meet requirements of licensing standards in regard to criminal background check.
Be physically, mentally and emotionally capable of performing the assigned tasks and have the skills necessary to perform assigned tasks.
Valid Oklahoma driver’s license
Experience:
At least one year of administrative or clerical experience, depending on educational background; experience in cloud-based file systems
Physical Requirements:
Ability to sit at a desk and work on a computer for most of the day.
