Administrative Assistant

Accounts Payable:

• Assures that expenditures are within budget limitations by carefully tracking all purchase orders and adjusting balances on internal tracking systems.
• Reviews prepares and processes Purchase Orders into the Abila
• Submits purchase orders and invoices to Program Director for approval and signature
• Furnishes signed invoice to Central Office for payment
• Maintains accurate supporting documentation
• Interacts with vendors
• Reconciles Petty Cash.

Budget:

• Monitors balances of line items.
• Assists in preparation of annual
• Completes internal programmatic monthly budget report for review of the Program Director

Data Entry

• Maintains tracking system for employee and foster parents training.
• Completes and updates as needed the tracking log of foster parents inquiries.
• Distributes via mail or email foster parents training material on monthly basis.
• Tracks donations received.

Program Outreach and Licensing of Foster Parents

• Assists the Program Specialist and the Program Director to coordinate recruitment and program outreach events.
• Prepares material for pre-service sessions.
• Assists the Program Specialist with the completion of the Initial Licensing Packet PRIDE 9 and the annual foster parent gathering.

Administrative Duties

• Answers & transfer calls and takes messages
• Performs routine office clerical duties: retrieving sorting and delivering mail daily typing filing copying faxing as needed or requested
• Orders and monitors supplies and equipment
• Ensures office supplies are available
• Assists the Program Coordinator with the organization of the quarterly program activities.
• Assists the Education Specialist with tracking educational expenses.
• Assists the Social Workers with tracking client service expenses.

Risk Management and Quality Assurance:

• Performs PQI functions as assigned by Program
• Participates with ongoing Safety Inspection
• Must be available to work beyond regular schedule participate in program outreach crisis situations or if there is a declared agency

Additional Duties

• Communicates any problem/concern of the program to Program Director in a timely manner
• Performs other duties as assigned by the Program Director.
• Completes all required trainings as per Regulatory guidelines and other trainings as requested by supervisor
• Complies with all policies procedures and requirements necessary to perform the functions of this position

Physical Demands:

• The work is usually sedentary but may require periods of standing walking and /or bending and some light lifting up to 10 pounds of office supplies. The work is mostly performed in a secure office

Educational & Experiential Requirements

• High School or Equivalent
• Proficient in Microsoft Office Suites
• Bilingual English/Spanish preferred

Please see the link to the new Care Provider Background ScreeningClearinghouse Education and Awareness website.

Required Experience:

Junior IC