Administrative Assistant - QM

CHILDRENS NETWORK OF SOUTHWEST FLORIDA LLC•Fort Myers, FL

7d•$20 - $0•Onsite

About The Position

This job description will be reviewed periodically as duties and responsibilities change with business necessity. Essential and marginal job functions are subject to modification. The Children’s Network of Southwest Florida is committed to working with the community to protect children and preserve families. The General Purpose of this Job is to assist the Quality Management Director and Quality Management Staff with scheduling appointments, including internal and external schedules, correspondence, providing information to callers, and assist in the daily operations of the Quality Management Department.

Requirements

A.A. Degree plus a minimum of two (2) years’ previous administrative or secretarial office experience; or a High School Diploma / (G.E.D.), plus five (5) years of comparable experience.
Must be able to operate standard modern office machinery, including fax, telephone, calculator, computer, scanner, printer, copier and mail machine.
Minimum typing speed of 50 wpm; excellent word processing skills.
Strong Proficiency in Microsoft Office Suite programs, including Word, Excel, Power Point, Publisher and Outlook.
Must be competent with basic e-mail protocol and procedures including sending, receiving, replying, attachments, and meeting scheduling.
Excellent written and oral communication skills.
Effective listening skills.
Ability to prioritize tasks and manage time in a fast-paced environment.
Ability to work as a team member, and the ability to work in a multi-cultural environment.
Must possess excellent organizational skills and abide by the highest standards of confidentiality.
Valid driver’s license required, with proof of insurance
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.
Ability to write reports, business correspondence, and procedure manuals.
Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Ability to calculate figures and amounts such as percentages.
Ability to apply concepts of basic algebra and geometry.
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
This job requires the ability to sit for extended periods; walk; stand; use hands to finger, handle or feel; reach with hands and arms; stoop, kneel or crouch; talk and hear.
This job requires visual acuity sufficient to read and to operate standard modern office machines.
The employee must occasionally lift and/or move up to 25 pounds.
A commitment to empowering others to solve their own problems
Valuing a nurturing family as the ideal environment for a person
A conviction about the capacity of people to grow and change
The ability to establish a respectful relationship with persons served to help them gain skills and confidence
The ability to work collaboratively with other personnel and/or service providers or professionals
The capacity to maintain a helping role and to intervene appropriately to meet service goals
The ability to set appropriate limits.
Safety and permanency of children.

Nice To Haves

A.A. Degree plus a minimum of two (2) years’ previous administrative or secretarial office experience
Must pass a Level II Background Check.

Responsibilities

Reports to the Quality Management Director
Conduct special reports as directed by the Quality Management Director
Provide administrative support to the Quality Management Staff
Coordinates training and travel for Quality Management staff
Maintain office calendars, schedule appointments, and coordinate meetings, trainings, and conference rooms.
Coordinate conflict of Interest Staffings
Complete critical incident report entry in IRAS
Develop permanency staffing schedule
Serves as the CBC’s Liaison for access to external online systems
Generate monthly team reports
Coordinate onboarding of new Quality Management staff
Creates and maintains databases
Prepare, proofread, and format correspondence, reports, presentations, notices, and other agency documents.
Scan, upload, and accurately label documents in the child welfare information system
Organize and maintain filing systems
Send, receive, and direct faxes, mail, and related correspondence
Serve as the receptionist for the office - Manage front desk operations, greet visitors, direct clients, caregivers, and service providers to appropriate staff.
Answer, screen, and route incoming phone calls; document messages and urgent inquiries.
Support special projects, audits, and accreditation activities (e.g., COA, DCF licensing reviews).
Monitor office supplies and submit orders; maintain organized supply and file areas.
Communicate effectively with internal staff, external providers, caregivers, and community partners
Assist with managing petty cash
Other duties may be assigned
Manage incoming correspondence related to the Department of Children and Families (DCF), DC Trackers, complaints and inquiries;
Manage incoming correspondence and telephone calls related to complaints from clients and from Legislators regarding their constituents;
Conduct internal and external research regarding Trackers, assign to appropriate case management staff, supervisors and directors, notify CEO of outcome if necessary, and respond to DCF, client, legislators, etc.
Create, update and maintain Tracker completion summaries; and
Maintain Tracker spreadsheet on a monthly basis for distribution to Directors of Children’s Network of Southwest Florida and the Case Management Organizations