Administrative Assistant, San Diego Field Office

About the position

Casey Family Programs, an Equal Opportunity Employer, is the nation’s largest operating foundation focused on safely reducing the need for foster care and building Communities of Hope for children and families across America. Founded in 1966, Casey Family Programs works in all 50 states, the District of Columbia, two territories, and tribal nations to influence long-lasting improvements to the safety and success of children, families and the communities where they live. Casey Family Programs values diversity, equity, inclusion, anti-racism, anti-discrimination, and respect for individuals in the workplace. We encourage candidates with diverse lived experience and perspectives to apply. Child and Family Services (CFS) of Casey Family Programs provides direct services and tribal consultation in pursuit of Casey’s mission to provide, improve, and – ultimately prevent the need for – foster care. CFS operates nine field offices in five states and an Indian Child and Family Well-being Program office that demonstrate direct service and ICW improvement models. We share our experiences and lessons learned with jurisdictions, tribes, providers, and communities in the spirit of mutual continuous learning. Our work is community and family centered, relationship-based, participatory, and culturally responsive. We recognize the dignity and strength of every individual, family, community and culture. Job Summary: Utilizing a collaborative, innovative, evidence-informed, trauma and healing approach to practice, we engage families and community partners in the urgent, relentless pursuit of legal and relational permanency and well-being for all children and families so that no youth ages out of foster care and all young people experience belonging and connection to family, community, and culture. Our clinical case management and support activities primarily occur within homes and in the community, with virtual options available, as necessary. The Administrative Assistant – Field Office is responsible for supporting the day-to-day operations of the field office, including fiscal management, administrative support to clinical teams and employee supports. The Administrative Assistant effectively teams with all other positions in the field office to ensure the best possible service delivery to youth and families and works as a valued team member with Casey staff, youth and families, and collaborators to help provide high quality direct service programs. May serve as back up in the absence of the Office Administrator.

Responsibilities

• Receives and prepares invoices for reimbursement while ensuring that approval processes and financial guidelines are met.
• Prepares employee expense reports, credit card reconciliations, and other financial documents in line with Casey’s policies and procedures.
• Monitors state reimbursements in alignment with the jurisdiction agreement and engages with state/county partners for resolution of discrepancies.
• Monitors and reconciles recurring roster by tracking changes in client status on a monthly basis, at minimum.
• Maintains and implements Field Office Operating Manual protocols.
• Manages paper and electronic files in accordance with applicable guidelines, local regulatory requirements, Casey practice standards and Council on Accreditation (COA).
• Enters information into various electronic tracking systems, monitors due dates, and coordinates with direct service staff, as needed.
• Prepares recurring and ad hoc reports upon request.
• Archives client and administrative files in accordance with Casey records retention protocols.
• Assists with managing, processing, tracking contracts and requests for services.
• Provides front desk coverage and serves as a first point of contact for a wide range of internal and external inquiries, including emergency and crisis calls from youth, young adults, alumni, and families.
• Ensures a welcoming experience for callers/visitors and works with the Office Administrator to ensure that the physical plant is a safe and welcoming environment for youth, families, staff, and community partners.
• Teams effectively with field office colleagues to ensure quality services for youth and families.
• Provides administrative support to direct service team; including preparation of merchant cards, service packages, and resource family binders, and processing of client service invoices.
• Requires an understanding of Casey’s service packages and navigation of the electronic case management system.
• Provides general office support to FO staff, including coordination of meetings and conference calls, usage and maintenance of technology, and management of vehicle and facility maintenance/safety protocols.
• Coordinates and supports all aspects of internal and external events.
• Participates in establishing organization-wide resources for training, discussion, and reference by all staff in support of our organizational values and work efforts.
• Sup…