Early Childhood Services Administrative Assistant (Onsite)

AGENCY OVERVIEW

Black Family Development, Inc. (BFDI), headquartered in Detroit, Michigan, is a 501©3 organization, founded in 1978 by the Detroit chapter of the National Association of Black Social Workers. Our youth- focused, and family-centered organization provides services in Detroit/Wayne County.

BFDI is a CARF accredited, licensed, comprehensive human services organization committed to serving all persons, while specializing in evidence-based counseling, treatment, and advocacy for persons of color. Agency programming includes early childhood resources and literacy development, a 3-tiered juvenile justice service array, mental health prevention and treatment, substance use disorder prevention and treatment, boys and young men of color supportive resources, school-based intervention, and trauma-informed care. Most importantly, our staff are heroes who strive to match passion for service with equal parts best practice to partner with families to achieve their goals.

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Our organization is seeking an Early Childhood Services Administrative Assistant with the corresponding experience requirements:

GENERAL RESPONSIBILITIES:

Responsible for the establishment, implementation, and maintenance of program files, billing, and overall operations of BFDI’s Early Childhood Services program, to ensure fluid operations and support to the team. Responsible for carrying out administrative and general office duties relative to the organization, in addition to continuous quality improvement activities within the organization’s early childhood service array.

DUTIES AND RESPONSIBLITIES:

· Develops databases, spreadsheets, pivot charts, and database queries as needed to assist Program Director and Supervisor with monitoring departments key performance indicators.

· Accurately enter family level data into Visit Tracker data management system

· Maintains up-to-date program roster

· Supports continuous quality improvement activities related to program documentation, reporting, filing, and consumer services.

· Responsible for the immediate reporting and investigation of questionable activities and practices.

· Responsible for timely program billing, reports, and communications to funding entities as required to execute contractual requirements.

· Assists with ensuring department’s staff training and professional development activities are completed and maintained at a current status and timely filed as required by the agency.

· Responsible for assisting with timely updates to the program and/or organization’s policies and/or procedures to ensure ongoing compliance with CARF accreditation standards.

· Accurately take dictation, transcribe, type, and distribute memorandums, letters, correspondence, meeting minutes, notices, proposals, reports, and various forms and documents as needed and within prescribed time frames as determined by Director.

· Answers incoming phone calls for the organization and provides information to callers.

· Assists with ensuring case files (physical hard record copy and/or electronic medical records) are current and compliant.

· Attends team and other required agency meetings both internal and external and accurately takes official minutes.

· Prepares, maintains and distributes copies of official minutes and other correspondence to designated individuals and organizations.

· Drafts correspondence and reports and completes within required time frames.

· Maintains inventory of program materials and orders supplies

· Receives and directs visitors scheduled to meet with program staff and/or managers.

· Participates as a member of at least one (1) agency regulatory committees such as Record Review Committee, Program Evaluation, Health and Safety or Quality Improvement.

· Maintains confidentiality regarding staff/agency information.

· Adheres to all agency regulatory policies.

· Completes agency training standards on a yearly basis.

· Performs other related duties as assigned.

COMPETENCIES:

· Microsoft Office Suite

· Database queries and development

· Strong organizational skills

· Ability to research and apply best practices within the industry

· Electronic Medical Records

QUALIFICATIONS:

High School diploma: 3-4 years' experience as a secretary; type 50-60 wpm; excellent spelling, grammar, and writing skills; computer literate, including knowledge of spreadsheets; good communication and interpersonal skills; ability to complete tasks expeditiously and accurately proficient in Microsoft Office Suite; ability to accurately write reports and complete on a timely basis; excellent organizational, time management, and writing skills.

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Application Question(s):

• How many years' experience do you have as an Administrative Assistant or Secretary? (Required)
• How many years' experience do you have in Microsoft Office Suite?
• Please explain your experience in electronic medical records. (Please note, questions that are left blank, may disqualify from next steps).

Work Location: In person