Administrative Asst Iv

Position: ADMINISTRATIVE ASST IV
Job Description

The Administrative Assistant IV provides advanced technical and administrative support to the Deputy Director of Social Services - Resources, ensuring the division operates efficiently, consistently, and effectively. Serving as a primary point of contact for internal and external stakeholders, the incumbent coordinates administrative operations and provides responsive organizational support that promotes accountability and contributes to effective service delivery.

This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the position. Other duties may be assigned.

Essential Duties and Responsibilities include the following:

* Serves as the division's primary point contact, welcoming guests and others by greeting them, in person or on the telephone. Prioritizes, and responds to inquiries and concerns involving the division or addressed directly to the Deputy Director, including those of a sensitive or confidential nature;
Maintains confidence and protects operations by keeping information confidential;
Determines appropriate course of action, referral, or response, consulting with the Deputy Director, Social Services - Resources on critical decisions and issues.

* Supports efficient processing of medical and pharmaceutical consents for children in agency custody in accordance with agency policy. Retrieves and updates case related information in SACWIS and electronic document management systems.

* Supports the Deputy Director, Social Services - Resources and the division by planning and scheduling appointments, meetings, conferences, teleconferences, training, and special events;
Prepares agendas and handouts, confirms rooms reservations and set-up. Processes all mail and coordinates the flow of signature items in a timely manner. Administers payroll for the Deputy Director, Social Services - Resources and/or her subordinate staff as needed.

* Records and/or transcribes minutes of the Social Services - Resources Division, Department and/or unit meetings, and other meetings/work groups as directed;
Records and transcribes minutes at Board and Committee meetings as delegated, recording the disposition of all matter on which the Board/Committee considered action.

* Assists with the development and management of the division budget, including compliance with procurement and reconciling usage of the purchasing card for the Social Services - Resources Division.

* Produces reports and/or logs information for Deputy Director;
Runs data reports from the State Automated Child Welfare Information System (SACWIS), Results Oriented Management (ROM), and other sources.

* Maintains office supply inventory by checking stock to determine inventory levels; anticipates needed supplies; evaluates new office products; places and expedites orders for supplies; verifies receipt of supplies.

* Coordinates projects for the Social Services - Resources Division as director/assigned;
Participates in work groups to complete special projects or goals as assigned;
Builds and maintains positive, collaborative working relationships with internal and external stakeholders. Assists with the orientation and onboarding of new departmental employees.

* Attends and participates in all agency meetings including supervisory, work groups, unit, department, division, management team meetings, and all staff meetings. Participates in agency wide and community initiatives which support the overall mission of the agency.

* Adheres to all agency policies and procedures and supports the Agency's mission, vision & guiding principles;
Maintains professional and technical knowledge by completing mandatory training requirements, attending educational workshops, reviewing professional publications, establishing personal networks, and participating in professional societies or associations.

Qualifications

Education & Experience

High School Diploma or GED required; associate degree in business or social services related field or certification in office management preferred. Five years of office/administrative experience required;
Experience using Microsoft Office products, Adobe, audiovisual equipment, and office machines required. Proficiency in typing a minimum of thirty-five (35) wpm required. Two years of experience working in a child welfare or social services agency preferred.

Experience using SACWIS and Document Management System(s) (e. g. Traverse) preferred.

Completion of an agency-sponsored leadership program preferred.

Core Competencies

To perform this job successfully, an individual must demonstrate the following:

* Adaptability & Resilience - Adjusts effectively to changing priorities, unexpected events, and pressure while maintaining productivity and professionalism.

* Analytical & Problem Solving - Gathers and evaluates data to identify issues, develop solutions, and improve processes.

* Business Acumen & Strategic Thinking - Understands organizational goals, budgets, and resources;…