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Call: 855.88CCSEM (22736)   |

Administrative Assistant

General Info

Department: Child Welfare

Location: Southfield, MI

Position Type: Full Time

Hours/Pay

Rate of Pay:

Availability:

Days/Hours Worked: Days and hours of work are Monday – Friday, 8:30-5:00pm

Experience

Education Requirements:

Experience Requirements:

Special Requirements:

Description

JOB DESCRIPTION

The Administrative Assistant aids Child Welfare clients and staff in completing several necessary activities to ensure that the department remains in compliance and provide first contact for clients in need of support. This position assists with maintaining client files, employee schedules and appointments as assigned, attends to general office procedures, responds to phone calls, and makes the appropriate referrals. This position must be able to multi-task and respond to all clients with kindness and respect.

QUALIFICATIONS, KNOWLEDGE, SKILLS & ABILITIES

High school diploma or equivalent required; Associates degree preferred
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
Strong interpersonal skills and the ability to build relationships with people of varying economic and cultural backgrounds.
Conscientious and hard-working attitude; ability to work autonomously at times as well as in a team environment
Effective written communication skills
Proficient computer skills and in-depth knowledge of relevant software – especially Microsoft Office suite (Outlook, Word, Excel, Power Point) and Social Media web platforms
Reliable, self-motivated and flexible
Strong knowledge and understanding of the digital media landscape, including several social media websites
Ability to keep all work-related information confidential as necessary

ESSENTIAL DUTIES & RESPONSIBILITIES

Receives incoming calls and walk-in traffic; requests that clients register to determine the nature of their visit/needs and directs them to the appropriate staff person
Reviews the office’s voice mail for messages; assists with mail distribution
Arranges for office equipment repairs and building maintenance with prior authorization
Conduct monthly audit of building supplies and order accordingly
Organizes the reception area, including cabinets and supplies within those cabinets
Maintains lobby, copy, donation and coffee areas in an orderly appearance; make sure information posted in the bulletin boards is being reviewed and approved prior posting
Coordinates donations including its display for orderly storage and appearance
Types memos, correspondence, reports, and other documents as needed; performs variety of clerical duties
Manage post-adoption inquiries and related paperwork, as necessary
Monthly bank deposits, as necessary
Maintain petty cash for child welfare program
Data entry into internal and state automated system daily
Send out quarterly reminders to Foster parents about tracked medical and dental appointments
Assist Licensing department with placement efforts, as needed
Performs other related duties as assigned by the Director of Child Welfare


This is a full-time exempt position. Days and hours of work are Monday – Friday, 8:30-5:00pm, 40 hours per week within hours of Child Welfare operations, as assigned.