Job Description

Position Function

The Kinship Administrative Specialist is responsible for office management of the Kinship Connections Team. The job requires sensitivity to the service population’s cultural and socioeconomic characteristics.

Requirements

Education At minimum High School diploma. A Bachelor’s degree is preferred and given preference. Bi-lingual is a plus.

Experience/skills A minimum of two years’ full-time administrative support, general office support and clerical duties with a Bachelor’s degree or four years’ full time administrative support, general office, and clerical duties with a High School diploma. Enter data accurately and timely Must be MS Office proficiency, and the ability to learn a data base quickly. Candidates must have excellent verbal and written communication skills.

Functional Requirements

Knowledge of basic computer functions. Skills in working in an office supporting several staff members. Demonstrate proficiency in MS Office suites and ability to learn a new data system. Must have the ability to effectively handle multiple assignments in a dynamic fast pace environment. Excellent verbal communication skills, customer service and organizational skills. Some lifting required up to twenty-five pounds.

Additional Functional Requirements

• Provide office management tasks such as answering phones, emails, prepare and maintain files, upload information into data system, be extremely organized, utilize office machines, file chronologically by date. Use of a computer and accurate typing skills are essential. Complete forms, transcribe meeting notes and other documents as needed to support the work of the team.
• Assist in auditing files for compliance
• Promote and demonstrate appropriate respect for cultural diversity among co-workers and all work-related contacts
• Demonstrate strong people and interpersonal skills and an emphasis on customer service in communication and collaboration with other agencies, outside professionals and ACH Child and Family Services staff for optimal services
• Demonstrate good judgment, and the ability to work both as part of a team and independently
• Demonstrate an ability to continue learning through supervision, continuing education, and experience
• Must possess excellent verbal and written communication skills; ability to complete documentation in a timely manner without errors
• Must have strong organizational, technical and time management skills
• Participate in team meetings and staffing’s

Working Conditions

• Heavy computer usage, administrative and clerical functions in a team office environment. Lifting files and office supplies required, up to 25 pounds.

Exposure to Confidential Information

• Maintain confidentiality and follow ACH policies and procedures, HIPPA and contractual and regulatory requirements for personnel, foster parent, applicant, and client records.

Key Expectations/Responsibilities

• Office management: Answer phones, compose emails, respond to communications with families and staff within 24 hours
• Prepare and maintain electronic and paper files
• Document all calls, inquires (calls and web inquired) into data system.
• Maintain data base accurately and up-to date to reflect applicants’ progress in licensure process
• Prepare audits of kinship families file both in new classes and those ready for Home studies/licensing status.
• Coordinate scanning into data system and sharing of information to all team members
• Scan all documents of the family file into data base and keep updated as new forms arrive.

Documentation and Reporting

• Document, file and audit family files in accordance with all contractual, accreditation and agency requirements
• Maintain contact notes and ensure quality documentation and complete files in accordance with team goals and ACH policy and procedures.

Other Duties:

• Participate in supervision and team meetings
• Complete all ACH training requirements annually and as assigned by supervisor
• Attend designated agency or community meetings or training
• Collaborate with Supervisor and Director for all other assignments.
• All other duties as assigned.

Requirements

Education At minimum High School diploma. A Bachelor’s degree is preferred and given preference. Bi-lingual is a plus.

Experience/skills A minimum of two years’ full-time administrative support, general office support and clerical duties with a Bachelor’s degree or four years’ full time administrative support, general office, and clerical duties with a High School diploma. Enter data accurately and timely Must be MS Office proficiency, and the ability to learn a data base quickly. Candidates must have excellent verbal and written communication skills.