Administrative Assistant III

This position provides administrative support to the Division of Children, Youth and Families (CYF). DFS is committed to strengthening the well-being of its diverse community by protecting and improving the lives of all children, adults, and families through assistance, partnership, advocacy, outreach, and quality services. To learn more about DFS and its Mission, Vision, and Values, please click here.

This position is housed under the Child Protective Services (CPS) program. Working under supervision of the AA IV and guidance of the CPS Supervisor, this position provides daily administrative support to CYF service programs. Its job functional areas are general administrative, records management, data entry, word processing/typing, scheduling & coordination, office management, and receptionist/public contact.

Specific duties of this position include:

Organizes and maintains case records, statistical reports and data needed by the units
Performs data entry and collection activities, and ensures information is entered into the assigned databases, in a timely manner
Assists supervisors with setting up new staff for onboarding
Assists with the coordination of special program events
Performs general office duties, including faxing, copying, document imaging, mail pick-up and distribution, preparing and mailing letters
Attends and types meeting notes
Schedules conference meetings and maintains calendars
Manages and monitors inventory, ordering office supplies and printed material
Screens calls for the type of problem being presented and routes calls to the appropriate staff
Trains volunteers, interns, and new staff in administrative processes as requested
Performs other duties as assigned to ensure child safety and improve outcomes in families
Greets clients and directs them to the appropriate CYF staff or program
Provides CYF programs and services information to clients
Maintains assigned calendars for office coverage and staff members schedules and client appointment cancellation
Supports hiring managers during the recruitment process to include preparing interviewing materials and scheduling appointments with applicants
Trains volunteers, interns, and new staff in administrative processes as requested

Note: The functional areas of this position are general administrative assistance, records management, data and reporting, and/or customer service.

MINIMUM QUALIFICATIONS:
Any combination of education, experience and training equivalent to high school graduation and two years of experience providing administrative support in the assigned functional area(s).

NECESSARY SPECIAL REQUIREMENTS:
The appointee to the position will be required to complete a criminal background check, and a Child Protective Services Registry check to the satisfaction of the employer.

This position is considered essential personnel and will be required to report to work during times designated countywide as approved for unscheduled leave regardless of the emergency situation (i.e., weather, transportation, other disaster).

PREFERRED QUALIFICATIONS:

• Bachelor's degree in business or other related fields
• Front-line administrative and customer service experience supporting staff in a human services environment, and working with a diverse population
• Minimum of two (2) years of experience using and managing automated technology to record, store, and file case management data
• Possess an intermediate level of expertise in Microsoft Excel, Outlook, Word, and PowerPoint and can demonstrate it through practical exercises