Administrative Assistant |
| Jul. 02, 2009 - Jul. 13, 2009 |
| Location: | Missoula, MT |
| Salary Range: | $10 /hr |
| Exempt/Non-Exempt: | Non-Exempt |
| Benefits: | See Description |
| Employment Type: | Full Time |
| Location: | Missoula |
| Description: | General Objective – The Administrative Assistant will work within the Partnership for Children and will primarily support staff in the day to day operation of the office and the services PFC provides to children and their families. This person is responsible for creating, organizing and maintaining PFC foster family files, supports the treatment staff in the maintenance of children’s case files, supports the group home program and staff, organizes the referral information of new clients and oversees the agency’s compliance to mandatory state licensing requirements. This position also offers program input and oversees adherence for PFC’s efforts in providing quality care for at-risk children.
Nature and Scope of the Position
- This position reports directly to the Director of Operations.
- This position has no supervisory responsibilities.
- This position assists the program in dealing effectively with clients, other social service agencies and the general public.
- This position will be responsible for maintaining agency records and correspondence.
- This position will provide initial and ongoing foster family support by organizing applications and re-licensure materials.
- This position will be responsible for various administrative tasks including but not limited to monthly audits, management of program data, stipends and authorizations.
- Unless otherwise arranged in advance with the Director of Operations, the hours for this position are performed on Monday through Friday between 9:00 am and 5:00 p.m.
Examples of Tasks
1. General Administrative
a. Responsible for greeting all agency visitors.
b. Responsible for answering the phone.
c. Daily retrieval of mail and correspondence from the Youth Homes Inc. Corporate Office.
d. Complete photocopying and filing as requested by the treatment staff.
e. Organize and will mail initial foster/respite parent applications as assigned.
f. Attend weekly foster care staffing and take notes on the meeting.
g. Track office supplies and reorder when necessary.
h. Be responsible for completing large mailings such as the PFC newsletter.
2. Collect and monitor data
a. Obtain referral and admissions information for data entry.
b. Insure data on services and families is up-to-date.
c. Copy meal and behavior log pages for use in Group Homes and in billings OPI/USDA breakfast and lunch reimbursements.
3. Foster Family Support
a. Will prepare families for foster care licensure by assisting in the completion of paperwork and background checks.
b. Will participate in family home studies as assigned by the Program Director.
c. Will be responsible for making sure the paperwork necessary for the licensure of prospective foster families is completed. This includes background checks, fingerprinting, application, letters of reference, safety check of home etc.
d. Copy and mail out foster parent applications to the State Licensing agent.
e. Mail out foster family re-licensure packets no less than three months prior to their expiration date.
f. Organize families’ stipends and submit to the Program Director by the last day of each month.
g. Be available to answer questions for families when needed.
4. Program Support
a. Be responsible for making sure that all authorizations for care are submitted in a timely manner, depending on the child’s specific treatment plan.
b. Track authorization dates for children in PFC care and notify Treatment Coordinators of upcoming authorizations.
c. Assist in special events such as trainings and PFC board meetings as requested.
d. Perform monthly audits of child and family files.
e. Assist in updating agency materials such as the PFC brochure or website.
f. Participate in special foster family recruitment projects as assigned by the Director of Operations.
g. Participate in annual PFC licensing review as assigned by the Director of Operations.
5. Coordinate reporting and tracking critical incident reports for family care and group home care.
a. Receive from staff.
b. Have Coordinators or Program Director to review reports before sent to State Department representatives.
c. Process reports and insure that staff has sent reports to appropriate parties.
d. Coordinate with Group Home Assistant to send CIR to Intermountain and PFC Corporate Office.
e. Enter information in spreadsheets for Intermountain and Youth Homes.
f. Assist DOO in preparing for Quality Assurance efforts.
6. Group Home Support
a. Copying – ensure that all forms are readily available to staff including but not limited to: behavior logs and blank meal logs.
b. Annual Reports
c. Licensing - make contact with licensing agent to ensure that relicensing of group homes happens. Including paperwork and auditing of personnel files.
d. Assist in filing of employee information, including personnel files and document and communicate sensitive and confidential employment and staff information in a professional manner to all necessary parties according to policy and law.
Requirements
- Minimum of a high school diploma and some college preferred.
- Clerical or office experience.
- Good personal and professional references.
- Sound moral character.
- Demonstration of the following skills:
o Organization.
o Time Management.
o General Reception.
o Filing.
o Ability and comfort in dealing with the public.
o Word processing, data management and general computer skills.
o Good problem solving skills.
o Communication skills.
Wages and Benefits
- Base wage $10.00/ hour.
- Merit raise for longevity available each year.
- Annual and bonus leave.
- Exceptional leave.
- Full health insurance coverage for employee paid by employer.
- Available flexible benefits plan.
- Long-term disability insurance paid by employer.
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| Duties: | See Description |
| Qualifications: | See Description |
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