Job Description

The Administrative Assistant plays a vital role in providing administrative support to the Director of Foster Care and Adoption Services and the broader Therapeutic Foster Care team. This position helps ensure the smooth day-to-day operation of the program through documentation management, file auditing, meeting support, reporting, correspondence, and coordination of program-related activities and events.

This role is ideal for an administrative professional who is highly organized, comfortable managing multiple priorities, and committed to maintaining confidentiality, professionalism, and strong internal support in a fast-paced office environment.

Key Responsibilities

• Provide administrative support to the Director, Case Managers, and Recruitment and Licensing Coordinator within the Foster Care and Wendy’s Wonderful Kids programs.
• Upload required documents into the electronic health record system and maintain organized program files.
• Review consumer files on an ongoing basis to support licensing and accreditation compliance.
• Conduct monthly file audits for foster care and Wendy’s Wonderful Kids records.
• Update releases of information every six months and track foster care documentation requiring signatures.
• Submit required reports to the EIS system and support timely reporting processes.
• Confirm and report foster parent daily notes compliance.
• Assist in internal billing and finance processes.
• Prepare routine correspondence and communications.
• Support meetings through planning, preparation, and documentation.
• Organize foster care events including foster parent support groups, appreciation events, and seasonal gatherings.
• Perform other duties and responsibilities as appropriately assigned by the Director of Therapeutic Foster Care.

Opportunity Details

• Full-time, hourly position, 30–40 hours per week
• $20-$22 per hour depending on education and experience
• Onsite, in-person role
  
  

Qualifications

• High school diploma, GED, or equivalent required
• At least two years of administrative support experience required
• Computer experience including Microsoft Office and the ability to learn new technology required
• Strong verbal and written communication skills required
• Strong organizational skills and attention to detail required
• Ability to maintain strict confidentiality and professional boundaries required
• Ability to take initiative, communicate concerns, and seek guidance in a professional and respectful manner required

Comprehensive Benefits Package

At Woodfords, we know that meaningful work starts with a supportive workplace. In addition to joining an inclusive and positive work culture that values your professional growth and commitment to children and families, full-time employees are eligible for a comprehensive benefits package that includes:

• Competitive Health Insurance (with multiple plan options)
• Dental & Vision Insurance
• Paid Vacation
• Paid Sick Time
• 10 Paid Holidays
• 1 Floating Holiday
• 403(b) Retirement Savings Plan with 5% Agency Match
• Employer-Paid Short-Term and Long-Term Disability
• Employer-Paid Group Term Life Insurance
• Employee Assistance Plan (EAP Benefits)
• Voluntary Supplemental Benefits
• Exclusive Verizon Discount to Woodfords Family Services employees

Woodfords Family Services is a qualifying employer for the Public Service Loan Forgiveness (PSLF) Program

Who We Are

Woodfords Family Services is a nonprofit organization that’s been committed to the support and inclusion of people with special needs and their families in Maine communities for over 55 years. Today, the organization provides a wide array of clinical, educational, behavioral health, residential, community, and family support programs to more than 2,000 children, youth, and adults with autism, developmental disabilities, intellectual disabilities, and/or mental health diagnoses throughout the state. Woodfords is also accredited by the Council on Accreditation (COA), reflecting our commitment to quality, accountability, and the delivery of the highest standard of care.