Staff & Office Support Specialist

Position Summary

The Staff and Office Support Specialist, under the general direction of the Supervisor of Case Management, is responsible for performing assigned clerical duties such as typing, copying, mail handling and filing of personnel and client records to meet all licensing and/or state and local law and code. Also, the Staff and Office Support Specialist assists the Office Manager with efficient day-to-day operations of Texas Family Care Network locations. In this role, the Staff Support Specialist may interact with the general public, community partners, legal parties, and Texas Family Care Network staff. The Staff Support Specialist may also manage information, create reports and assist Case Management Staff and Directors to manage behind the scenes business operations in a manner consistent with the organization’s mission.

The Staff and Office Support Specialist must be able to assist and act in a confidential capacity, always communicate well with tact and project a professional image with all levels of internal personnel and external stakeholders. Additionally, they must exercise discretion when providing information.  The Staff and Office Support Specialist must create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication, and safety. 

Responsibilities

1. Support/ Service Delivery

1. 1. Office Support

1. 1. 1. Assists with conference rooms and training annex bookings. 
      2. Ensure office supplies are available, and office equipment is functional. Ensure proper site and equipment operation to prevent interruptions in service delivery.  
      3. Routes all complaints via telephone call or email to appropriate personnel. 
      4. Sorts packages, mail and ensures correct parties are notified. 
      5. Acts as a liaison for cleaning crews, building management (complaints and other issues/items), security system and vendors.  
      6. Ensure that the office/reception area is clean, well-organized and is professional in appearance. 
      7. Cover other office support duties as needed, backing up front desk activities; providing coverage to other Texas Family Care Network locations as requested.  
   2. Staff Support
      1. Works with units to prepare notifications, schedules and ensure they are sent to appropriate parties.   
      2. Generates reports as requested by management.  
      3. Assists the Directors/Senior Directors with administrative tasks for Texas Family Care Network.  
      4. Order business cards for new and current staff as needed.  
      5. Creates and disperses referrals for services.

2. Communication

1. 1. Maintains communication with case management staff and supervisor to ensure all information received is recorded timely and accurately.  

3. Documentation

1. 1. Documents in a clear and organized manner that meets the expectations of Texas Family Care Network and all licensing requirements.   
   2. Develop and maintain tracking systems that provide accessible information listing all needed information including incomplete documentation.   
   3. Uploads information into data management systems in accordance with policy.  
   4. Completes all assigned typing and word processing tasks in a timely manner by maintaining current computer skills. 
   5. Effectively uses work Outlook Calendar as instructed by supervisor/director to reflect daily and weekly tasks.  

4. Professionalism

1. 1. Ensure that all incoming telephone calls, correspondence, faxes, etc. are received and routed to appropriate staff in a professional and timely manner. 
   2. Establishes and maintains appropriate rapport with all clients, families, and colleagues inside and outside of the organization.    
   3. Maintain confidentiality with all records and correspondence.  

5. Risk Management

1. 1. Reports expenses and provides supporting documentation.  
   2. Adheres to deadlines for expense reports.    
   3. Completes online learning and policy acknowledgements by due date.   
   4. Attends and participates in all required trainings.    
   5. Stays current on Texas Family Care Network policies and procedures while maintaining a proper work environment that meets state and federal regulations.   

6. Supervision

1. 1. Receives Supervision 
      1. Receive supervision from and actively communicate with supervisor on an ongoing basis throughout the week by phone, email, written message and when possible, in person regarding program matters.

Qualifications

1. Education/Credentials/Licensure:  

1. 1. High school diploma or equivalent required.  
   2. Valid state driver’s license, safe driving record, and current auto insurance. 

2. Experience: 

1. 1. Two (2) years of experience in office management or clerical experience.  
   2. Experience with Microsoft Office systems. 

3. Clearances:  

1. 1. DPS  
   2. DFPS 
   3. FBI 
   4. CBCU Eligibility Determination 
   5. Child Abuse Clearances