Administrative Assistant, Community Services

Function: 

Under the direct supervision of the Director of Intensive Family Preservation, and Director of Permanency Services, the Administrative Assistant supports each program in a professional manner, providing a variety of clerical services to assist the programs’ operations.

Use of capabilities: (illustrated by typical activities) 

1. Provides administrative support on a day-to-day basis to both Directors and staff members, as needed. 
2. Data Entry in Credible, PIE, and Care4.
3. Process and document IFP referrals.
4. Collaborate with foster care nursing staff to schedule and confirm psychiatry appointments. 
5. Assist to schedule and confirm IFP case reviews.
6. Supports preparation of files for state and accreditation audits.
7. Collects and processes all client and DCF satisfaction surveys.
8. Takes minutes for staff meetings and distributes to all staff members. 
9. Maintains cleanliness and organization throughout the office spaces.
10. Retrieves mail, sorts and distributes incoming mail and packages.
11. Maintains office equipment (i.e. water cooler, copier, etc.). 
12. Reconcile monthly Ramp expenditures.
13. Maintains inventory and orders supplies for the program.
14. Manage the IFP inventory and sign out process for therapeutic material, games and resources for staff to use in the field.
15. Serves as point of contact for staff requests from the Klingberg Closet and Family Pantry.
16. Facilitates practicing fire drills and lock down drills annually, completes quarterly Safety Checks (including once monthly at Meriden location).
17. Communicates with the agency fleet manager regarding vehicle maintenance/service needs, etc. 
18. Maintain bulletin boards, staff recognition board. 
19. Completes other duties as assigned. 

Education/Experience requirements: 

High School diploma required. 

1-3 years clerical experience preferred. 

Familiarity with Excel, EHR systems, PIE, Google docs/sheets, preferred.

The incumbent must possess basic typing, data entry, MS Office and clerical skills.

Must possess good organizational skills.

Must possess skill, understanding, and professionalism dealing with telephone contacts and interpersonal relationships with staff members, clients, and the public. 

Must be able to manage receipts, disbursements, and invoices. 

Must possess the ability to affirm the philosophies, policies, goals and heritage of the agency, together with the ability to apply these philosophies and goals constructively in the performance of duties.

Generous Benefit Package Includes:

• Competitive Wages
• $1,000 Sign-On Bonus 
• Medical, Dental & Vision Insurance
• Health Savings Account (H.S.A.) with $1,000-$2,000 employer contribution annually
• Health Reimbursement Account (H.R.A.) with $1,500-$3,000 contribution annually (depending on medical benefit chosen)
• $100 reimbursement for routine preventative care exam (if covered under Klingberg’s medical plans)
• 3 weeks vacation
• 12 Sick days
• 12 Paid Holidays
• 12 Staff Appreciation Activities / Events annually
• Tuition Assistance (Winter, Spring and Summer semesters)
• Company Paid Life (Employee, Spouse and Children) and AD&D Insurance
• Company Paid Short Term & Long-Term Disability Insurance
• 401K Retirement Plan ( up to 4% match)
• 10% Tuition Discount at Educational Institutions
• Employee Assistance Program (EAP) – Free and Confidential Counseling
• Training and Professional Development Opportunities, including “Risking Connections”
• Referral Bonus Program
• Monthly Mileage Reimbursement (as applicable)
• Eligible to apply for the Public Service Loan Forgiveness Program
• Reduced Lunches at Raymond Hill School

Klingberg Family Centers (and its Affiliates) is an equal opportunity employer. All qualified applicants receive consideration without regard to race, color, gender, national origin, ancestry, religion, age, marital status, sexual orientation, gender identity, learning or physical disability, past or present history of mental disorder, developmental disabilities, veteran status, or any other category protected by state, federal or local law.

We are an Affirmative Action Equal Opportunity Employer and a Drug Free Workplace.