Office Administrator, Idaho Field Office

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 with more than a dozen 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 Welfare Programs 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 responsive. 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 Office Administrator is responsible for management of the day-to-day administrative functions of a Field Office. Designs, implements and oversees effective and efficient administrative processes and partners with other members of the Field Office Management Team and with other Casey work units to ensure compliance with applicable laws, local regulatory requirements, Casey policies/procedures and Council on Accreditation standards. This position provides support to the Senior Director and Director to accomplish Field Office and Systems Improvement objectives, directly supervises Field Office administrative staff. Responsible for the management of the Field Office physical plant to both protect Casey’s investment and to ensure it is a safe and welcoming environment for youth, families and community partners. Participate in all CFS required training, including Practice Model, Diversity Equity and Inclusion, Continuous Quality Improvement, Trauma- and Healing-Informed Care etc. and utilizes the concepts presented in these trainings in day-to-day work.

Essential Responsibilities:

• Oversees and manages the full range of administrative business functions, including developing and maintaining processes and procedures for financial management (e.g., employee expenses, payment authorizations, vouchers, and credit cards), contract administration, records retention, facility and vehicle safety protocols and maintenance, and other office operations. Ensures the Field Office is in compliance with applicable guidelines, regulations, Child Placing Agency (CPA) licensure, and deadlines. Responds to incoming inquiries on a wide variety of issues and works extensively with HQ support units to complete work processes and ensure resolution and timely completion of projects.
• Ensures that staff are trained to properly use administrative and safety procedures and that CFP (e.g., HR and Legal) procedures and protocols are adhered to in collaboration with the field office management team.
• Supervises the Field Office Administrative Assistants and other administrative staff, as      Establishes performance expectations, assigns, manages and balances tasks and projects, and manages outcomes. Reviews/approves work, providing feedback and coaching, and ensures opportunities for professional development and growth of supervisees. Provides leadership to administrative staff to promote quality interactions and support to youth and families receiving services and to clinical staff providing services. Utilizes effective conflict resolution and de-escalation skills as needed.
• Works closely with Senior Director in development of the Field Office business plan and in preparation, forecasting and ongoing monitoring and communicating of the field office budget. Analyzes monthly budget reports, completes the Monthly Spending Analysis (MSA) and spending reports to ensure accuracy and accountability and submits to Senior Director for review and approval.
• Responsible for maintenance of Field Office personnel records to ensure compliance with state/county, CFP and Council on Accreditation requirements. Tracks and oversees staff compliance with CFP and state requirements, including training. Responsible for management and documentation of all hiring and personnel changes, and coordination of orientation/on-boarding in partnership with other staff.
• Manages the development, and maintenance of the client e-file system and hard copy client files. This includes the implementation and management of effective tracking mechanisms.
• Manages projects and coordinates events in conjunction with Casey staff and external partners and collaborators. Provides leadership and oversight of organization and delegation of duties for community and collaborative projects. Provides organizational and administrative support to Senior Directors and Directors in Systems Improvement jurisdictional work. Participates in, manages, and coordinates Demonstration and Spread work efforts locally and nationally.
• Participates in various workgroups across Casey Family Programs and in the field office.
• 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 college degree and five years of relevant office management experience, including two years of supervision responsibilities is required. Relevant experience may be substituted for a degree.
• Experience in office management, budgeting, project management, and personnel management is necessary.
• The ability to lead and collaborate with a team of professionals at all levels within Casey and within the local community is required.
• Strong skills in organization, critical thinking, effective written and verbal communications, listening and ability to balance assertiveness and diplomacy are needed.
• A broad knowledge of computer software is required. Advanced skills in the Microsoft Office suite are desired.
• 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 are 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 office in Boise, ID. The typical hiring range for this position is $63,363 to $74,545. Employees in this role have the potential to increase their pay up to $85,727, which is the top of the range, based on ongoing, demonstrated, and sustained performance in the role. Starting pay for this role will vary based on multiple factors, including an individual’s knowledge, skills, and experience. Pay ranges may be modified in the future.

Casey Family Programs offers comprehensive benefits including medical, dental and vision coverage, 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 regular employment, employees in good standing are permitted for a three-month sabbatical with pay. CFP also offers many opportunities for continued learning, training, and development.

This position will remain open until the needs are met and is subject to closure at any time without notice. It is to your advantage to file your application early as you will not be able to apply once the position has closed.

Salary : $85,727