Administrative Assistant

Summary/Objective:

Under the supervision of the Casework Coordinator, the Administrative Assistant oversees the front office clinic operations, supports program functions and assists Foster Care program staff. This role aids program staff with daily responsibilities, supervises visitations, and transports foster youth to and from visits or appointments. The Administrative Assistant provides coverage during staff absences and serves as a liaison across Agency departments and programs to ensure seamless communication and support.

Additionally, the Administrative Assistant plays a key role in supporting the Community Clinic of Jefferson County’s mental health services for both Foster Care and CFTSS service recipients. They will also be responsible for managing medical records, handling Clinic communications by answering, screening, and directing calls, coordinating outreach for program participants, and scheduling appointments, events, and meetings for both staff and service participants.

Essential Functions:

1. Ensure the front office operates smoothly and all incoming telephone calls are being answered and directed appropriately

2. Ensure visitors are being greeted and directed to the appropriate person or department with excellent customer service at the forefront

3. Proofreads and corrects all documents being sent from the Foster Care office and oversees the copying and mailing of all correspondence

4. Performs various clerical duties: typing, copying, filing, entering dictation into Connections, etc.

5. Oversees the weekly visitation schedule and ensures coverage needs are met

6. Offer reception coverage during staff absences or planned time off, maintaining continuity in program operations

7. Oversees the weekly visitation schedule and ensures coverage needs are met

8. Assists in the oversight of fiscal responsibilities to include: petty cash, reimbursement fund, credit cards, receipts, tracking systems and monthly reports

9. Provides support to clinical staff by keeping patient records up-to-date, receives and respond to medical record requests, maintains an electronic record, keeps privileged information confidential in accordance with Office of Mental Health and HIPAA regulations, etc.

10. Support the Community Clinic of Jefferson County’s mental health service operations for Foster Care and CFTSS clients, including:

a. Managing medical records and ensuring timely and accurate documentation

b. Answering, screening, and directing Clinic communications to appropriate personnel

c. Coordinating outreach for program participants and scheduling appointments, events, and meetings for both employees and clients in Foster Care and CFTSS programs

11. Utilize the Electronic Health Record (EHR) system to generate reports on treatment plan due dates, track client engagement status, and monitor staff productivity

12. Oversees that the copier/fax is being serviced properly and that ink cartridges and other office supplies are being ordered as necessary

13. Oversees the scheduling of vehicles for staff, the scheduling of rooms, and RSVP’s for events

14. Acts as a liaison between the following Departments regarding any personnel, program or organizational needs: Human Resources, IT, Accounting and/or Maintenance Departments

15. Transports children and families as requested

16. Regularly supervises visitation between foster youth and their birth parents/discharge resource

17. Attends meetings for Foster Care Case Planners, to include SPR’s, CSE meetings and case conferences, as requested, to meet the needs of the Department

18. Able to accommodate last minute requests to include supervising visits, completing transports and assisting Case Planners with miscellaneous tasks to meet the needs of the Foster Care Department

19. Attends outside trainings, as requested or required

20. Exhibits and practices sensitivity and understanding of culturally diverse populations

21. Communicates clearly and logically both orally and in writing

22. Possesses proficient time management and organizational skills

23. Practices patience and understanding and is supportive of youth and families

24. Able to establish a professional rapport with the youth and families to develop trust and help them to better understand their needs and goals

25. Maintains professional boundaries at all times with clients and staff

26. Work as a member of a cohesive team

27. Handles other duties as assigned by the Program Manager or Casework Coordinator

Work Environment:

Work Environment: Office environment will require occasional travel to local schools, community settings, conferences and/or meetings and moderate travel within the community to include off-site/in-home visits. May have contact with service recipients that are agitated and/or are in crisis. Some risk involved working with service recipients with mental illness. Works in an office setting with a controlled temperature environment. Occasional exposure to inclement weather conditions may occur depending upon assignments.

Equipment: This position is required to maintain a working knowledge of related office equipment including personal computers and printers, audio-visual equipment, telephone systems, copiers, fax machines, etc.

Physical Demands: Must be able to sit, stand, walk, lift, carry, push/pull, climb, bend, and stoop. Must be able to perform fine motor skills, read, and type. Must be able to sit for long periods of time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Position Type/Expected Hours of Work:

Full-Time, hours are flexible to the needs of the program including some evening hours.

Travel:

Some travel may be required throughout service area (Jefferson, Lewis, Oswego, and St. Lawerence County).

Required Education and Experience:

Bachelors Degree required; experience working in child welfare, preferred.

Coached Visitation Certification, TCI and NDTC Certification, a plus.

Skills/Abilities/Knowledge:

Strong organizational abilities and office skills are essential for this position. This person must also have excellent people skills and be a team player. Ability to work with diverse populations. Must demonstrate effective and excellent oral and written communication skills and the ability to work cooperatively with others. Must be detail-oriented and possess excellent time-management skills. Requires self-direction, tact, diplomacy, and the ability to be clear, courteous, and professional. Able to react to change productively and handle other duties as assigned.

Additional Eligibility Qualifications:

Must maintain privacy of confidential information. Successful completion of routine pre-employment requirements as mandated by the New York State Department of Health, Office of Mental Health and Office of Children and Family Services along with ongoing clearances and exclusion checks. These requirements are to include employment health requirements, reference checks, criminal background checks/fingerprinting, State Central Registry clearance and your eligibility to work in the United States. A valid NYS driver’s license required. Corporate Compliance, HIPAA Privacy Security, and Workplace Harassment and Discrimination Training and Nonviolent Crisis Intervention, First Aid and CPR will be required following date of hire