Administrative Assistant, San Diego

Casey Family Programs, an Equal Opportunity Employer, is the nation’s largest operating foundation focused on safely reducing the need for foster care and building Communities of Hope for children and families across America.  Founded in 1966, we work in 50 states, the District of Columbia and two territories and tribal nations to influence long-lasting improvements to the safety and success of children, families and the communities where they live. Casey Family Programs values diversity, equity, inclusion, anti-racism, anti-discrimination, and respect for individuals in the workplace. We encourage candidates with diverse lived experience and perspectives to apply.

Child and Family Services (CFS) of Casey Family Programs provides direct services and tribal consultation in pursuit of Casey’s mission to provide, improve, and – ultimately prevent the need for – foster care. CFS operates nine field offices in five states and an Indian Child and Family Well-being Program office that demonstrate direct service and ICW improvement models. We share our experiences and lessons learned with jurisdictions, tribes, providers, and communities in the spirit of mutual continuous learning. Our work is community and family centered, relationship-based, participatory, and culturally tailored. We recognize the dignity and strength of every individual, family, community and culture.

Job Summary

Utilizing a collaborative, innovative, evidence-informed, trauma and healing approach to practice, we engage families and community partners in the urgent, relentless pursuit of legal and relational permanency and well-being for all children and families so that no youth ages out of foster care. Our clinical case management and support activities primarily occur within homes and in the community, with virtual options available, as necessary. The Administrative Assistant – Field Office is responsible for supporting the day-to-day operations of the field office, including fiscal management, administrative support to clinical teams and employee supports. Works as a valued team member with Casey staff, youth and families, and collaborators to help provide high quality direct service programs. May serve as back up in the absence of the Office Administrator.

Essential Responsibilities

• Receives and prepares invoices for reimbursement while ensuring that approval processes and financial guidelines are met. Prepares employee expense reports, credit card reconciliations, and other financial documents in line with Casey’s policies and procedures. Monitors state reimbursements in alignment with the jurisdiction agreement and engages with state/county partners for resolution of discrepancies. Monitors and reconciles recurring roster by tracking changes in client status on a monthly basis, at minimum. Maintains and implements Field Office Operating Manual protocols.
• Manages paper and electronic files in accordance with applicable guidelines, local regulatory requirements, Casey practice standards and Council on Accreditation (COA). Enters information into various electronic tracking systems, monitors due dates, and coordinates with direct service staff, as needed. Prepares recurring and ad hoc reports upon request. Archives client and administrative files in accordance with Casey records retention protocols. Assists with managing, processing, tracking contracts and requests for services.
• Provides front desk coverage and serves as a first point of contact for a wide range of internal and external inquiries, including emergency and crisis calls from youth, young adults, alumni, and families.
• Provides administrative support to direct service team; including preparation of merchant cards, service packages, and resource family binders, and processing of client service invoices. Requires an understanding of Casey’s service packages and navigation of the electronic case management system.
• Provides general office support to FO staff, including coordination of meetings and conference calls, usage and maintenance of technology, and management of vehicle and facility maintenance/safety protocols. Coordinates and supports all aspects of internal and external events.
•  Participates in establishing organization-wide resources for training, discussion, and reference by all staff in support of our organizational values and work efforts.
•  Support the demonstration and spread and technical assistance work by assuming tasks appropriate to role and consistent with professional and lived experience.
•  Performs other duties as assigned. 

All of these essential responsibilities necessitate the ability to work and communicate effectively across differences with diverse services, populations, staff and stakeholders to advance diversity, equity and inclusion; to work effectively in a team environment as well as work autonomously and exercise independent judgement as required; to demonstrate effective organizational, analytical, critical thinking, and problem solving skills; to collaborate with management and staff to ensure alignment with organizational values, goals, and directives in all work performed. 

Qualifications 

•  A high school diploma and at least 3 years of administrative support experience are required. A college degree and/or training in general business administration is a  plus.
•  Strong organizational skills and effective written and verbal communication skills required.
•  A broad knowledge of computer software is required.  Advanced skills in Microsoft Word and Microsoft Excel are desired.
•  Strong interpersonal skills.
•  Ability to work independently, while also taking direction.
• Demonstrated commitment to equity, respect for tribal sovereignty, and respect for cultural, racial, and gender difference is required. Personal qualities demonstrating adaptability, curiosity, collaboration and a capacity for self-reflection and commitment to lifelong learning a must. Ability to contribute effectively with and across teams and with external partners necessary.
• Ability to perform effectively in high pressure and stressful work environment. Ability to manage stress and self-care.
• This position is full-time requiring time in the field and the office, therefore full-time teleworking is not an option. Regular and reliable attendance is required.
• Physical requirements include the ability to lift and reach for light objects; ability to type and work at a computer for extended periods of time as a primary job function.
• Ability to protect the confidentiality of sensitive information by learning and following all relevant policies and protocols and using sound judgment in the handling and sharing of that information.
• Local travel as well as occasional out of town travel may be required. Driving on Casey business may require use of personal vehicle; adherence to vehicle safety guidelines and qualification for insurance is require.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This position is based at our San Diego Office. The salary range for this role is $52,615 to $61,900 annually.

Casey Family Programs offers benefits including medical, dental and vision coverage, health and dependent care Flexible Spending Accounts, eligibility for 403(b) and 401(a) retirement plans, disability, basic life, employee assistance plan and business travel insurance. Additionally, employees are eligible to accrue paid time off, starting at 8 hours per month of annual leave and 8 hours of sick time per month in the first year of employment. Casey Family Programs also observes 10 paid holidays per year and each employee receives one personal holiday to use each calendar year. Employees that meet certain tenure qualifiers are eligible for up to eight weeks of parental leave for the birth or placement of a child for adoption or foster care. After the completion of 10 years of continuous, full-time employment, employees in good standing are eligible for a three-month sabbatical with pay.  Casey Family Programs also offers many opportunities for continued learning, training, and development.

Salary : $52,615 - $61,900