Job Details
Level
Experienced
Job Location
Pittsburgh – Pittsburgh, PA
Position Type
Full Time
Education Level
High School
Salary Range
$50,000.00 Salary/year
Job Category
Nonprofit – Social Services
Description
Executive Assistant to Kinship Navigator, ASCI-U/FACE, and Kinship Care Supportive Services Initiative
EDUCATION REQUIREMENTS:
- Bachelor’s degree in business administration or related field preferred
- High School diploma required.
EXPERIENCE REQUIREMENTS:
- 5 – 7 years of experience in fast-paced office environments demonstrating progressive experience supporting leadership with high-level emotional intelligence
SUPERVISORY REQUIREMENTS
- A minimum of two years of direct supervisory responsibility and experience of at least one staff position is preferred.
STATUS
- Full-time; exempt.
QUALIFICATIONS:
Excellent oral and written communication skills; knowledge of Windows software (Word, Publisher, PowerPoint, and very knowledgeable in Excel); Typing: 65 w.p.m.; Must demonstrate leadership ability; Must be able to work independently; Must be able to pay attention to detail; must be an effective communicator and show initiative. Must be organized, have strong Data Entry Skills, must maintain confidentiality, must be meticulous in data tracking and analyzing information, must be results-driven, high-energy level. Highly organized, self-motivated, and energetic person with superb accounting and numerical skills. Outstanding customer service and problem-solving skills. Strong communication skills: ability to interact productively with caregivers, supervisors, and team members.
RESPONSIBILITIES-KINSHIP NAVIGATOR and KINSHIP CARE SUPPORTIVE SERVICES INITIATIVE
- Serve as an Executive Assistant to Kinship Navigator Department & ASCI-U/FACE
- Provides supervision to respective ASCI staff(s) as needed.
- Provide direct supervision of the Resource Navigators and the processes to ensure support and services are rendered timely to the kinship triad.
- Receive and triage any inquiries for resource navigator services.
- Responsible for developing and tracking data/outcomes for this program.
- Engage with the full team and leadership in the KCSSI program.
- Maintain and update the process in the Standard Operation Procedure Manual
- Develop forms for the functionality of the program.
- Collaborate with Allegheny County Children Youth and Families administrative support team from each office to obtain intake physicals from their OnBase system for our Point of Contact open case files.
- Receive completed kinship navigator home assessment packets including kinship placement recommendation forms and store them in the SharePoint filing system by CYF regional office and A Second Chance, Inc.
- Retrieve CFS open case report in search of kinship navigator involvement and ensure that the assigned CFS Caseworker receives the Kinship Navigator Placement Recommendation form.
- Record notes for kinship navigator Tuesday and Thursday morning check-in meetings
- Typing correspondence including reports and highly confidential materials
- Develop spreadsheets using Excel, and create charts and graphs displaying data for review and analysis.
- Coordinate meetings, special events, and retreats
- Screen incoming calls and collaborating appointments.
- Making travel arrangements, including lodging, meals, and transportation
- Prepare for all Unit Meetings
- Take minutes at Operation Committee Meetings
- Works collaboratively with other Executive Assistants, Administrative Assistants, and agency staff to complete assignments and special projects as needed.
- Assist Kinship Navigator Leadership carrying CFS Cases upload documentation into Extended Reach.
- Other duties as assigned.
- Reports to the Director of Kinship Navigation for this scope of work.
RESPONSIBILITIES-ASCI-U/FACE
- Available to work before 9:00 am and after 4:30 pm and on weekends occasionally, as needed.
- Confidentiality is essential.
- Serve as an executive assistant to the Director III of ASCI-U/FACE; also provides supportive functions for the Director(s) of Kinship Navigator Department
- Types correspondences including reports and highly confidential materials.
- Arranges luncheons, coordinates special events, and oversee special projects for ASCI-U/FACE.
- Provide direct oversight to critical ASCI-U/FACE functions including but not limited to the kinship caregiver process, ASCI-U/FACE welcome introduction letters, training logs updating and tracking, and foster parent payment registrations.
- Collects certification documentation from caregivers on a daily or weekly basis.
- Tracks all documents collected in the FACE Document Tracking System.
- Prepares source document data for computer entry by compiling and sorting information, and establishing entry priorities.
- Processes caregiver documents by reviewing data for deficiencies; resolving discrepancies by using standard procedures or returning incomplete documents to the caseworker for resolution.
- Enters caregiver data by inputting information into the organization’s database.
- Sends reminder letters, emails, and calls caregivers for enrichment classes. Prepares caregiver files for transfer to CFS Department
- Maintains data related to monthly outcomes and prepares weekly and monthly reporting.
- Verifies caregiver information by reviewing, correcting, deleting, or reentering data; combining data from both the FACE tracking system and the organization’s database; purging files to eliminate duplication of data.
- Confers with caregivers by telephone or letter to determine reasons for cancellation of enrichment classes.
- Communicates with caregivers and others to answer questions, address concerns or complaints, and explain information.
- Maintains operations by following department and organizational policies and procedures.
- Maintains caregiver confidence and protects the organization by keeping information confidential.
- Contributes to team effort by accomplishing related results in a timely manner.
- Other duties as assigned
- Reports to the Director III of ASCI-U/FACE for this scope of work.
RESPONSIBILITIES-KINSHIP CARES SUPPORTIVE SERVICES INITIATIVE (KCSSI)
- Provide direct supervision of the Resource Navigators and the processes to ensure support and services are rendered timely to the kinship triad.
- Receive and triage any inquiries for resource navigator services
- Responsible for developing and tracking data/outcomes for this program.
- Engage with the full team and leadership in the KCSSI program.
- Maintain and update the process in the Standard Operation Procedure Manual
- Develop forms for the functionality of the program.
- Other duties as assigned.
This position requires a flexible work schedule to include evenings and weekends.
REQUIREMENTS:
- Registered and insured vehicle
- Certificate of Insurance for vehicle
- Valid Pennsylvania Driver’s License
- Current Act 33 and Police Clearances
- Available to work a flexible schedule
- Carry a cell phone
Reports to the Director of Kinship Navigator/ Director III of ASCI University/FACE