Administrative Assistant III

Job Announcement

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. Under supervision of the AA IV and guidance of the CPS Supervisor, 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. This position may serve to fill several locations and will require occasional travel from location to location.

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

• Ability to exercise a high degree of interpersonal skills, including keen listening, and verbal communication abilities
• Ability to exercise good analytical thinking skills
• Ability to use Microsoft Office Suite and other software applications at a high degree of proficiency
• Ability to work with limited direction to address identified objectives and exercise good judgment
• Ability to proactively problem solve
• Ability to work independently and as part of a team
• Ability to manage competing priorities and work in a fast-paced environment
• Ability to develop and maintain organizational systems
• Ability to use automated technology to establish and maintain case records
• Ability to maintain professional ethics and confidentiality of client information
• Ability to establish and maintain effective working relationships with a variety of individuals
• Ability to schedule and manage workload sufficiently to meet deadlines
• Ability to communicate clearly and concisely, both orally and in writing
• Ability to exercise high level of attention to detail and follow through on assigned tasks

Required Knowledge Skills and Abilities

Employment Standards

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).

CERTIFICATES AND LICENSES REQUIRED:
None.

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