Benefits:

100% Employer Provided Medical Insurance

100% Employer Provided Dental Insurance

401(k)

Competitive salary

Flexible schedule

Free food & snacks

Paid time off

Parental leave

Vision insurance

Wellness resources

The Administrative Assistant for the Foster Care Program provides a variety of secretarial and administrative support for the Director of the Foster Care and the Foster Care program staff. Responsibilities include preparing correspondence and documents, maintaining confidential records and assisting with accounts payable and receivables. Serve as the program receptionist, greeting visitors and directing callers to appropriate resources.

ESSENTIAL JOB FUNCTIONS

Planning: schedules and coordinates various internal and external meetings, activities, and conferences including setting up video conferences, teleconferences, and live meetings.

Types, drafts and proofs a variety of materials and documents utilizing appropriate software packages including preparing routine correspondence, PowerPoint presentations, manuals, service agreements, and memorandums in a timely fashion.

Utilizes various information systems to collect, input, and retrieve a variety of data and prepares routine reports as directed. Generates and distributes documents and reports on a daily, weekly, and/or monthly basis. Provides general clerical support, such as filing, copying, faxing, mailing, etc. for program staff.

Provides general receptionist duties including answering telephone, routing callers to appropriate resource, and taking accurate messages.

Manages all program mail. Processes invoices and other financial documents as directed. Monitors office supply stock ensuring adequate inventory within established budget.

Prepares a variety of confidential paperwork and records. Prepares payroll for Program Director’s approval. Prepares foster parent orientations and organizes program functions as directed.

All other duties assigned by supervisor.

Participate in bi-monthly Staff/team meetings and monthly consults.

Work closely with program director and all program staff to provide any necessary support related to recruitment activities.

OTHER DUTIES AND RESPONSIBILITIES

Attend and actively engage in all monthly program meetings

Other duties as assigned.

COMPETENCIES

Communication: Shares appropriate information to keep people informed; Communicates clearly and effectively in writing and person; Adheres to both written and verbal reporting communication policies.

Conflict Management: focuses on solving conflict, not blaming; Maintains confidentiality; Keeps emotions under control; remains open to, and listens to, other ideas and tries new things Will embrace constructive change even if personally difficult to do.

Initiative: Exhibits strong effort and desire to accomplish what is undertaken; expresses opinions in an appropriate manner; Is engaged in the process; Is proactive; Creates program ideas and activities

Self-Awareness & Development: is aware of own strengths and areas of development; open to constructive feedback from others; Works to overcome limitations; Active in professional development.

Teamwork: Works cooperatively with others; contributes to achieve a common objective; Makes decisions that benefit the team; Assists others when needed; Celebrates wins together.

Managing On-going Tasks: Manages the on-going operations of the program; Appropriately manages his/her time; Readiness/preparedness for work; follows program policy and protocol; makes informed decisions.

Quality Management: Looks for ways to improve and promote quality; Demonstrates accuracy and thoroughness.

PREPARATION, KNOWLEDGE, SKILLS & ABILITIES

Associate degree in office administration or secretarial science or related field. In lieu of associates degree, high diploma plus additional specialized training in administrative work

At least two years of Administrative Assistant experience required.

Valid state driver’s license, proof of auto insurance, and access to transportation for work.

Knowledge of bookkeeping, computers and data processing.

Excellent oral and written communications and interpersonal skills.

Strong proof reading and editing abilities.

Proficient in MS office and other software utilized to support the program.

Ability to interact with all levels of organization, community representative and clients.

Ability to ascend and descend stairways

Strong sense of commitment to Plummer Home mission

Visual and hearing acuity to perform job related duties

WORKING CONDITIONS/PHYSICAL DEMANDS

Valid Massachusetts Driver’s license

Visual and hearing acuity to perform job functions

Ability to ascend and descend stairways.