Position Summary
The Administrative Specialist plays a vital dual role at Children First—balancing core administrative responsibilities with direct support to the case management team. This position assists with placement coordination, supervises family visits, supports transportation needs, and helps ensure file and compliance accuracy. They also serve as a liaison between resource families, social work staff, and other support team members to ensure timely, youth-centered service delivery. This role may need to provide crucial support to our various office locations, to address their diverse needs and facilitate seamless operations across the organization.
Key Responsibilities
Administrative Support
- Provides front office coverage, including answering phones, greeting visitors, and maintaining a welcoming environment.
- Prepares and processes data for system entry, ensuring accurate intake of youth and family information.
- Maintains youth files, tracking documentation for compliance and ensuring confidentiality.
- Supports the Office Manager with clerical tasks, including scheduling, filing, and data management.
Placement and Family Support Coordination
- Assists with placement coordination by engaging with resource families to identify potential matches.
- Participates in follow-up communication to support youth transitions and resource parent preparedness.
- Collaborates with Social Workers and Support Specialists to relay timely information regarding placement needs and case updates.
Visit Supervision and Transportation
- Provides supervised visitation support as needed, ensuring child safety and adherence to agency protocols.
- Coordinates and provides transportation for youth and families in alignment with case planning goals.
Team Communication and Compliance
- Acts as a liaison between resource families, social work teams, and agency leadership to support coordination of care.
- Maintains awareness of program compliance requirements and helps ensure timely submission of documentation.
- Supports internal quality assurance efforts, including file reviews and administrative tracking.
Performance Expectations
- Maintains professionalism, punctuality, and confidentiality in all aspects of the role.
- Demonstrates flexibility in responding to evolving program needs or urgent situations.
- Communicates clearly and respectfully with staff, clients, partners, and families.
- Contributes to a positive team environment through collaboration and responsiveness.
Skills and Attributes
- Strong organizational and multitasking ability
- Clear, professional verbal and written communication
- Familiarity with trauma-informed care and family systems
- Ability to build rapport with families and staff across programs
- Proficient with data entry, Microsoft Office, and agency systems
Education and Experience
- High school diploma or GED required.
- 1–2 years of related administrative or human services experience preferred.
- Bilingual (English/Spanish) preferred but not required.
Job Type: Full-time
Pay: $20.00 - $25.00 per hour
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Retirement plan
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Work Location: In person
