Foster Care Administrative Assistant

Upbring•Dallas, TX

1d•Onsite

About The Position

At Upbring, our team is united by a shared mission: to break the cycle of child abuse and advance the wellbeing of children, families and communities, empowering them to thrive. As servant-leaders, we lead by example, working passionately to create a brighter future for those we serve. Every day, we strive to embody our core values: We are Warriors: Fierce, resilient, and courageous, we face challenges head-on with unwavering loyalty and passion. We are Servants: We dedicate ourselves to serving others, empowering those around us to thrive. We are Family: We work together as a supportive, caring community, creating a sense of belonging and strength. Joining Upbring means becoming part of a family of passionate individuals who are fearless in their pursuit of lasting change. Together, we are making a difference, one life at a time. The Administrative Assistant is responsible for maintaining accurate participant data and official documents in compliance with agency policies and regulatory requirements to the Foster in Texas (FIT) team. This role processes invoices and reimbursements, manages office supplies and inventory, and ensures efficient office operations by greeting visitors, handling inquiries, and directing communications. Additionally, the Administrative Assistant provides essential clerical and organizational support to ensure the efficiency of office operations. Responsibilities include detailed notetaking and report management, document auditing and compliance review, assisting staff with administrative tasks, and maintaining a welcoming office environment. This role also supports training preparation and stakeholder communications as needed. The Administrative Assistant will possess strong organizational skills and attention to detail in order to support the efficiency of daily operations.

Requirements

High School diploma or GED equivalent
One(1) year secretarial, receptionist, or administrative experience
Highly proficient in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook)
Strong customer service skills with the ability to greet and welcome people with a professional and pleasant demeanor
Ability to work independently and as part of a team; take initiative and work with limited supervision
Strong interpersonal skills with the ability to work and interact with a diverse group of people
Excellent written and verbal communication skills
Strong organizational and time management skills with the ability to meet deadlines and manage multiple requests and job expectations
Proficient use of Microsoft Word, Excel, and Outlook

Nice To Haves

Associates degree or higher in Business Administration, Office Administration, or closely related field
3 years’ secretarial, receptionist, or administrative experience
Bilingual (English and Spanish based on service area and service population)

Responsibilities

Complete and maintain accurate data for participants, including official documents into the Agency’s database and in accordance to Agency policy, licensing standards, funding requirements, and other federal, state, and local regulatory requirements
Processing invoices and reimbursements assigned to the branch office via the Agency’s database system
Professionally greet all visitors entering the office; notify staff of their visit and escort to appropriate waiting location
Respond to general inquiries about the program or refer to appropriate staff for more detailed information
Update the census for the assigned branch office daily and reconcile at the end of each month.
Collect information from prospective foster, adoptive and kinships parents and direct them to the database for continued processing of their verification
Take detailed meeting notes and distribute them to staff
Review, run, and update reports with accuracy
Assist staff with clerical duties, including foster parent and stakeholder notifications.
Prepare training rooms and materials for office training sessions
Complete the mailing process for all in and outgoing mail, including postage machines if applicable
Manage and order supplies and ensure appropriate inventory is available for normal and peak business needs
Answer and direct all incoming calls to appropriate staff; take messages when needed
Foster a positive and collaborative work environment that aligns with Upbring's Mission and Values.