Administrative Assistant (Part-time)

Since 1853, Children's Aid provides comprehensive community services to children of all ages and their families residing in underserved communities. An array of services supports families from cradle to college to alleviate societal challenges that can interrupt a child, adolescent or young adults' abilities to thrive and maximize their potential.

Children's Aid offers a continuum of short-term evidence-based interventions of varying levels of intensity, in five boroughs. The prevention services continuum consists of Family Support, Therapeutic and Family Assessment Program (FAP) program services as well as the Safe Way Forward Program for families impacted by Domestic Violence. Our preventive service interventions are charged with the responsibility to avert current, future or repeat involvement with child welfare, juvenile justice systems.

MST- CAN is a clinical, evidence-based intensive family therapy model of approximately 6-9-months duration. This program works with the whole family with a focus on the parent and working with them to improve family functioning utilizing such tools as TF-CBT, prolonged exposure, drug treatment and family therapy techniques. Our MST-CAN program is exclusively home-based and works with the whole family unit.

Position Summary: The part-time Administrative Assistant performs duties in various areas. Provides administrative, clerical and fiscal support to the Prevention programs and Directors and facilitates the monitoring, tracking, collecting and reporting on pertinent data related to the functioning of the programs ability to comply with ACS Child Welfare standards.

Responsibilities: General responsibilities for the position of part-time MST-CAN Administrative Assistant include, but are not limited to:

Administrative, Clerical Support and Oversight:

• Understand and promote the organization's Mission, Vision, and Core Values to ensure alignment with organizational policies and procedures.
• Responsible for the efficient operation and positive environment of the MST-CAN Prevention Services site.
• Ensure trauma informed customer service in all interactions with Children's Aid clients and staff.
• Train all new Family Support and Prevention staff on administrative and office/site protocols.
• Answers telephone calls; Screens and directs calls; Takes and relays messages; Provides information to callers; Greets visitors and directs persons to appropriate personnel; Maintains client/visitors/employee sign in log.
• Maintain up-to-date employee files for the program staff; Engage with the HR department regarding the agency's onboarding process for new hires and the separation process for employees leaving the agency; submitting requests for FMLA/LOA; addressing employee queries related to their benefits, time and leave and other agency policies and procedures. Maintains high level of confidentiality related to personnel information.
• Performs duties as an office coordinator including: Organize the office layout; order stationery and office supplies; Maintain the office condition and arrange necessary repairs; Organize office operations and procedures; Coordinate with IT department on all office equipment; Manage contract and price negotiations with office vendors.
• Liaise with facility management, vendors, including cleaning, and security services.

Fiscal Support and Oversight:

• Serve as the point person for staff for MST-CAN fiscal operations. Interface with Program Director, CWFS budget staff and Central office staff.
• Process all bills and invoices for MST-CAN programs. Processes MST-CAN Developer invoices.
• Reconciles petty cash, Metro Cards and gift cards; Processes cash advances; Orders supplies and processes vendor payments; Ensures that all items are invoiced and paid on time.
• Utilizes Excel-based expense Tracking Worksheet to monitor budget allocations, expenditures, fund balances and related financial activities for the purpose of ensuring that allocations are accurate, revenues are recorded, and expenses are within budget limits.

Program Accountability as needed:

• Provides support to the Program and/or QA Director by reviewing case records for compliance with Accountability standards.
• Provides PROMIS/CCNX Case record review.
• Completes FSI's as needed.
• Completes monthly utilization review charts.
• Create charts to compile weekly, monthly and quarterly statistics.
• Maintains intake log.
• Perform other duties as assigned.

Minimum Qualifications:

• High School Diploma/GED required.

Key Competencies:

• Moderate to advance use of Excel and Microsoft Office Suite; Particularly Excel.
• Familiarity with budgets and fiscal processes; comfortable working with math within a budgetary context.
• Ability to collaborate with vendors as well as other departments within agency such as TMHR, Payroll, IT, etc.
• Good organizational skills with ability to meet deadlines.
• Ability to work flexible hours on weekdays with approximately two days per week requiring early arrival or evening hour.
• Ability to work independently, as well as contribute to a team.
• Very good interpersonal/communication skills, including ability to write well.