Description
DEPARTMENT SUMMARY:
Holt International carries out child welfare, family preservation and family strengthening programs and domestic and intercountry adoption in over 15 countries throughout the world. The Programs and Services Department serves more than 1,000,000 children, family members and other individuals with family strengthening services, orphan care and adoption services. Managed by U.S. and in-country staff, these programs and services are carried out in close cooperation with partner agencies, orphanages and other child service providers, government child welfare agencies, local and regional officials, funding agencies, and others. The department continuously evaluates opportunities to expand or deepen program services while maintaining high standards of quality and transparency for sustainable development and child welfare impact.
POSITION SUMMARY:
Assists in the efficient operation of the branch office by providing clerical and administrative support.
ESSENTIAL JOB FUNCTIONS:
SUCCESS FACTORS: The successful Administrative Assistant is self directed, detail oriented, analytical and systems oriented. Has strong organizational, administrative, and communication skills. Has solid trouble shooting and problem solving skills and the ability to gather and synthesize information. Ability to be a team player and to establish relationships with clients and families.
Requirements
KNOWLEDGE: (MINIMUM REQUIREMENTS): Two years administrative experience in a social service setting. Bachelors Degree in Human Services or related field preferred. Have obtained or the ability to obtain notary. Thorough knowledge of English, spelling, punctuation, arithmetic, and general office practices, including ability to do Microsoft Office word processing and spreadsheet programs. Ability to adhere to prescribed routines and to work independently in accordance with established organizational policy. Ability to learn about adoption procedures, policies, and processing.
INFORMATION PROCESSING: Organizes and monitors systems of information relating to adoption processing through filing, tickler systems and formatting for broader consumption. Ability to set priorities, construct correspondence, assess clients’ needs and determine eligibility. Ability to research and analyze information for reports and inquiries, organize and monitor systems of information through filing, tickler systems, and formatting for broader consumption. Organizes and disseminates work to social workers within the branch. Monitors social work activity and ensures reports are completed in a timely manner.
SCOPE OF RESPONSIBILITY: Works independently and takes initiative in assigned duties, particularly in selecting among various options to accomplish work. Follows procedures with regularized tasks such as the issuance of reports and routing of correspondence. Ensures continuity in branch services in the Branch Director’s absence.
INTERPERSONAL COMMUNICATION: Ability to work well with other employees and families, particularly in explaining procedures and circumstances related to adoption processing. Exercises good judgment, courtesy and tact with families. Ability to effectively participate in a branch office format. Ability to respond to families in an encouraging and welcoming manner
IMPACT OF RESULTS: Ensures families are responded to in an accurate, timely and courteous manner. Provides Branch Director with support to effectively monitor and promote adoption within the branch. Assists families and other branch staff ensuring that families have a positive adoption experience. In the absence of the Branch Director, ensures branch continuity.
SUPERVISORY RESPONSIBILITY: None
ACCOUNTABILITY:
Reports to and is evaluated by the Branch Director
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