Administrative Assistant- IFST

Mission Statement

Children’s Network of Hillsborough is committed to working with the community to protect children and preserve families.

General Purpose of Job

To provide administrative and secretarial assistance to the IFST Program supervisor and leadership team as well as other program staff as needed.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Essential Duties and Responsibilities

• Answers, screens, and routes telephone calls as needed.
• Schedules department meetings, prepares agendas, and records minutes
• Generation of staffing schedule
• Attend all staffings and ensure appropriate notes are completed and submitted to Program Director
• Submission of candidate documentation to Human Resources for onboarding
• Registration for pre-service, trainings or conferences that staff are required to attend
• Completion of all monthly reports
• General administrative duties to include filing, scanning, copying, redacting and mailing as required
• Oversee any agency incidental purchases that may be needed i.e. gift cards, hotel stays, etc.
• Assists in the processing of expense reports and travel reimbursements, as well as office supply orders.
• Prepares routine correspondence as needed.
• Other duties may be assigned as special projects may be requested.

Working Hours

CNHC’s believes in work life balance for all employees. This is an in-office position, Monday-Friday from 8:00am to 5:00pm averaging forty (40) hours per week. Working hours may vary based on business needs.

Travel

Travel in and outside of Circuit 13 is required.

Training

All employees must complete fifteen (15) hours of on-line or classroom Training on an annual basis.  If the employee is a Certified Child Welfare Professional, Training hours must total twenty (20) annually.

Supervisory Responsibilities

This position has no supervisory responsibilities.

Skills and Abilities

Must be able to operate standard modern office machinery, including fax, telephone, calculator, computer, scanner, printer, copier and mail machine. Excellent word processing skills.  Must be competent with Microsoft Office Suite programs, including Word, Excel, Power Point, Access, 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 work as a team member, and the ability to work in a multi-cultural environment.

Education and Experience

High school diploma or general education degree (GED) required, A.A. degree preferred; a minimum of three (3) years of previous administrative/secretarial experience and/or training, or equivalent combination of education and experience. 

Pre-Employment Requirements

Certificates, License, Registrations, backgrounds, drug screens, Etc.

• Valid driver’s license, clean driver’s license check, and proof of insurance
• No special certification or registration is required for this position
• Criminal background screening (fingerprinting) (Local Law Enforcement and FBI/FDLE)
• Drug Screening is a requirement
• Children’s Network participates in E-Verify

Other Requirements

Language Skills

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, board of directors, clients, customers, and the public.  Ability to speak effectively before groups of customers or employees.

Mathematical Skills

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate, ratio, percentages, ability to draw and interpret bar graphs.

Reasoning Ability

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to be proactive, as well as handle problems involving several concrete variables in standardized situations.

Physical Demands

The physical demands of this position are generally moderate. The role may require extended periods of sitting, standing, and using a computer. Occasional lifting of office supplies, files, or materials up to 25 pounds may be required. Reasonable accommodation can be made to enable individuals with disabilities to perform the essential job functions.

Work Environment

This is an in-office-based position focused on administrative work, where the noise level may be moderate. This role may involve occasional travel among agency locations, extended periods of computer work, and frequent interactions across multiple departments. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential job functions.

ADA:         Children’s Network of Hillsborough, LLC will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990.

EEO:     Children’s Network of Hillsborough, LLC does not discriminate based on race, national origin, gender, religion, veteran status, or disability in employment, in provision of services, or in access to programs.

Children’s Network of Hillsborough, LLC is a Drug-Free Workplace.

Remember:  If you are currently an employee of Children’s Network of Hillsborough Florida, LLC, or one of our Case Management Organizations, it is necessary that you notify your current leadership, prior to applying.