Administrative Assistant - FCCM

Summary: Supports Foster Care Case Management (FCCM) staff through a variety of tasks related to organization and communication. Duties and responsibilities include providing administrative support to ensure efficient operation of the office, managing confidential and time sensitive material, and engaging with community partners through trauma informed practices that are consistent with ECH values and mission.  

• Performs general office duties to include maintaining the reception area, answers phones, takes messages and is available to greet and direct guests. 
• Maintain office supplies by checking stock to determine inventory level; anticipating needed supplies; placing orders for supplies; verifying receipt of supplies and cost comparisons for both supplies and vendors.   
• Responsible for being trauma aware, sensitive, and responsive to youth, families and colleagues through the completion of new hire and annual trauma informed education and training.  
• Responsible for ensuring fleet vehicles are maintained and new employees are added to fleet registration and gas cards. 
• Assists with the completion of filing, including upload of documentation into the Missouri’s client data management system.   
• Prepares, tracks and returns closed cased to Children’s Division offices, as appropriate. 
•  Liaison for landlord matters, including regular maintenance and repairs. 
• Responsibility of organizing and documenting safety drills within the building and maintaining first aid equipment and supplies. 
• Practices a trauma informed approach when interacting with youth, families, staff and community partners. 
• Local travel for errands and supplies, as necessary. 
• Completes required training and education requirements. 
• Other duties as assigned. 

Competencies                

• Judgment – makes thoughtful decisions in a timely and confident manner.  
• Execution & Results – adapts to change, effectively copes with the unexpected, systematically problem solves, follows-through and ensures accuracy.  
• Customer Focus – properly interacts with others, works independently or with a team, ethically minded.  
• Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification. 
• Motivation & Work Ethic – demonstrates personal integrity by operating in an accountable, reliable, and respectful manner. 
• Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time. 
• Trauma Informed – demonstrates commitment to learn and apply trauma-informed principles, as appropriate by role, and to understand impact of stress and trauma to clients, colleagues, and self. 
• Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments. 
• Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality. 

Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Familiarity with office equipment, time management, attention to detail, excellent communication, interpersonal skills, and organization skills. The ability to multitask in an environment of changing priorities. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Education                     

High school diploma or equivalent  

Language Skills                     

Ability to read and write professionally composed emails or other correspondence. Ability to effectively present information and respond to questions from staff, clients, customers, and the public. 

Mathematical Skills                     

Ability to add, subtract, multiply, and divide in all units of measure. 

Computer Skills                     

To perform this job successfully, an individual should have knowledge of Database software, Internet software and Word Processing software.  Ability to make and use Excel spreadsheets. 

Other Qualifications                     

Six (6) months of clerical experience  

Experience working with various office machines and equipment. 

Experience working with children and families in a trauma informed environment.  

Valid Driver’s License and proof of insurance. 

Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. This person must be able to sit or stand at a personal computer for a reasonable length of time typing and reading. The position requires constant walking, talking, listening, use of hands to handle or feel, as well as lifting up to 25 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

The noise level in the work environment is usually moderate.