Administrative Services Manager jobs in Scranton, PA

Administrative Assistant

Requisition #: req12791

Location: Kingston, PA

Hours: Part-time (16-hours/week)

Part-time hours, 14-16 hours/week, flexible during business hours Monday-Friday.

Bethany is changing the world through family. We began our work by serving one child more than 75 years ago. Today, Bethany is an international Christian nonprofit partnering with communities in more than 30 states and in several countries around the world. We strengthen and preserve families, support displaced people fleeing danger, and find safe, loving families for children who need them. Bethany is at the forefront of creating and implementing solutions to meet the growing needs of vulnerable children and families in the U.S. and around the world.

The Administrative Assistant for the Homebuilders and Safe Families for Children programs is primarily responsible for performing the required administrative and clerical tasks for the programs and staff. Responsible for coordinating and screening referrals for Safe Families to include: responding to and screening initial calls or emails, assisting program staff with connection to an appropriate hosting or family friend arrangement, coordinating transportation and pickup, assigning the Family Coach, and working with program staff to ensure the Host Family has all the documentation and initial resources to care for the child. This individual will also play a key role with ensuring the processes are efficient and done smoothly. This individual will also assist with daily office needs.

This position is expected to function effectively with regular supervision while following the guidelines given on procedures, along with agency, federal, and state regulatory requirements.

ESSENTIAL JOB RESPONSIBILITIES

• Greet and welcome visitors upon arrival with a positive attitude;
• Promptly address incoming calls and route them to the appropriate person;
• Receive and route incoming postal and inter-departmental mail;
• Perform administrative task, such as copying, faxing, and note-taking, as well as document gathering and filing;
• Establish and maintain the program’s client files;
• Maintain and update clinical paperwork, as requested, while also keeping an up-to-date log on missing documents to report to supervisors;
• Audit paperwork and track missing documents for the client’s file and notify the appropriate specialist or supervisor about the necessary paperwork;
• Maintain the intake referral logs;
• Respond to all incoming phone or email referrals for Safe Families;
• Document all referrals in the CRM and other databases according to program guidelines;
• Screen all referrals and provide information about other community resources if referral is inappropriate for Safe Families;
• Work collaboratively with program staff to ensure the appropriate decision is made for accepting a hosting or arrangement once all the appropriate information is gathered and screened for all incoming calls;
• Create a family file on the Safe Families database for all appropriate referrals and enter all relevant information;
• Assist with arrangements for hosting within the same day of the request if that is desired by the parent or referral source, and respond within an hour during working hours for urgent requests;
  
• Enter all Hosting, Family Friend and Coach information into the Safe Families data base and local chapter trackers;
• Ensure the Host Family has all significant information and paperwork to effectively care for the child whose parent is in crisis;
• Assist with creating and maintaining all Safe Families parents in crisis and volunteers’ files to ensure completeness;
• Serve as a champion for the compassionate ethos of Safe Families, and show kindness and hospitality to those in need;
• Participate in all Safe Families staff functions, weekly meetings, and supervision;
• Participate in fundraising activities and other events that promote the Safe Families for Children movement;
• Create, complete, and revise clinical and agency documents upon request;
• Complete and process billing documents to funding sources as required by program guidelines;
• Respond to requests from federal and state offices, and submit related billing reports in a timely manner;
• Submit and reconcile expense reports in partnership with the site supervisor;
• Run various reports, and draft correspondence and/or transcribe meeting notes, as requested;
• Complete other duties as assigned.

QUALIFICATIONS:

• Associate’s level degree from an accredited college;
• Bachelor’s level degree from an accredited college, preferred;
• Prior experience working with at-risk children and families;
• Must be able to communicate and work effectively with all team members and coordinate volunteers;
• Excellent telephone communication manners that conveys compassion and credibility with referring agencies;
• At least two (2) years of prior experience working in an office setting;
• Strong organizational and time management skills;
• Reliable with time sensitive deadlines and tasks;
• Exercise a high level of confidentiality;
• Work well under pressure and adaptable to change;
• Working knowledge of office practices, procedures, and basic Accounting;
• Computer skills sufficient to perform essential functions including knowledge of Microsoft Office suite.
• Pass a criminal history screen, including state and local child protection agency registries;
• Must be 21 years old with a valid driver’s license with at least 3 years driving experience in the U.S. to operate a vehicle on behalf of Bethany. Must also pass a Motor Vehicle Records (MVR) check and maintain a reliable vehicle with proof of adequate insurance coverage.
• Subscription to and integration of the agency Statement of Faith and Mission Statement.