Administrative Assistant

Salary: $21.98 - $24.18/hr

Position Summary: The Family Support Administrative Assistant will provide administrative, clerical and fiscal support to the Family Support SBC programs and Directors.

Essential Duties: General responsibilities for the position of the Administrative Assistant include, but are not limited to:

Administrative, Clerical Support and Oversight:

• Understand and promote the organization's Mission, Vision, and Core Values to ensure alignment with organizational policies and procedures.
• Responsible for the efficient operation and positive environment of the site.
• Ensure trauma informed customer service in all interactions with Children's Aid clients and staff.
• Train all new Family Support staff on administrative and office/site protocols.
• Using the agency's timekeeping system (UKG) to monitors hours worked for staff; Update and calculate timecards for Payroll submission and review UKG submissions for all Family Support programs to limit errors.
• Answers telephone calls; Screen and direct calls; Take and relay messages; Provides information to callers; Greets visitors and direct persons to appropriate personnel; Maintains client/visitors/employee sign in log.
• Maintain up-to-date employee files for the program staff; Engage with the HR department regarding the agency's onboarding process for new hires and the separation process for employees leaving the agency; submit requests for FMLA/LOA; address employee queries related to their benefits, time and leave, and other agency policies and procedures. Maintain high level of confidentiality related to personnel information.
• Perform duties as an office coordinator including Organize the office layout; order stationery and office supplies; Maintain the office condition and arrange necessary repairs; Organize office operations and procedures; Coordinate with IT department on all office equipment; Manage contract and price negotiations with office vendors.
• Liaise with facility management, vendors, including cleaning, and security services.

Fiscal Support and Oversight:

• Serve as the point person for staff for site fiscal operations. Interface with Program Director, CWFS budget staff and Central office staff.
• Process all bills and invoices for program.
• Reconciles petty cash, MetroCard's and gift cards; Process cash advances; Order supplies and process vendor payments.
• Ensures that all items are invoiced and paid on time.
• Utilize Excel-based expense Tracking Worksheet to monitor budget allocations, expenditures, fund balances and related financial activities for the purpose of ensuring that allocations are accurate, revenues are recorded, and expenses are within budget limits.

Program Accountability as needed:

• Provide support to the Program and/or QA Director by reviewing case records for compliance with Accountability standards.
• Provide PROMIS/CCNX Case record review.
• Completes FSI's as needed.
• Complete monthly utilization review charts.
• Create charts to compile weekly, monthly and quarterly statistics.
• Maintain intake log.
• Perform other duties as assigned.

Minimum Qualifications:

• High School Diploma/GED required.

Key Competencies

• Moderate to advanced use of Excel and Microsoft Office Suite.
• Familiarity with budgets and fiscal processes; comfortable working with math within a budgetary context.
• Ability to collaborate with vendors as well as other departments within agency such as TMHR, Payroll, IT, etc.
• Good organizational skills with ability to meet deadlines.
• Ability to work flexible hours on weekdays with approximately two days per week requiring early arrival or evening hours.
• Ability to work independently, as well as contribute to a team.
• Very good interpersonal/communication skills, including written communication.

It is the policy of Children's Aid to provide equal employment opportunity to all employees and applicants for employment and is dedicated to maintaining a work environment that is free from harassment and discrimination. Children's Aid will not tolerate discrimination, harassment, or retaliation on any basis, including race, creed, color, national origin, ethnicity, alienage or citizenship status, gender/sex (including pregnancy), disability, religion, source of income, sexual orientation, gender identity or expression, age, familial status, caregiver status, military status, marital or partnership status, status as a victim of domestic violence, sexual violence or stalking, predisposing genetic characteristics, arrest or conviction record, credit history, unemployment status or any other characteristic protected by federal, state or local law. Children's Aid is committed to complying with applicable state and local laws governing non-discrimination in employment. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Children's Aid will conduct a prompt and thorough investigation of all allegations of discrimination, harassment, retaliation, or any violation of the Equal Employment Opportunity Policy in a confidential manner and will take appropriate corrective action, if and where warranted. Children's Aid prohibits retaliation against employees who provide information about, complain about, or assist in the investigation of any complaint of discrimination or violation of the Equal Employment Opportunity Policy.

The incumbent is expected to work a schedule, whether in-person or hybrid, as determined by the department's needs to facilitate effective collaboration with the team. This flexibility is essential for maintaining seamless communication, fostering teamwork, and ensuring the smooth operation of the department's processes. The position's requirements are subject to periodic review and adjustment based on organizational needs and changes in work dynamics.