Administrative Asst Iii

Position: ADMINISTRATIVE ASST III
Job Description

The Administrative Assistant III provides technical and administrative support to the Department Director of Client Rights & Quality Improvement (CR&QI), ensuring the department operates efficiently, consistently, and effectively. Serving as a primary point of contact for internal and external stakeholders, the incumbent coordinates administrative operations, supports quality improvement initiatives, and provides responsive organizational support that promotes accountability and contributes to the delivery of timely, impactful services that advance safety, permanency, and well-being for those served.

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:

* Provides comprehensive administrative support to the Department Director, including calendar management, correspondence, meeting coordination, and preparation of agendas and minutes. Screens, prioritizes, and responds to inquiries directed to the Director, ensuring timely follow-up and appropriate response. Maintains confidentiality of information and accurate departmental records. Processes incoming and outgoing mail and coordinates the routing of documents requiring signatures. Monitors departmental budget, assisting with purchasing, payment and invoice reconciliation.

* Serves as the initial point of contact for Client Rights inquiries, gathering and summarizing concerns, documenting information, and directing issues to appropriate personnel. Retrieves and updates case related information in SACWIS and electronic document management systems. Prepares required correspondence, ensures timely follow-up, and consults with the Client Rights Officer as needed to maintain compliance with policies.

* Formats departmental materials, ensuring consistency, accuracy and professionalism throughout. Compiles and analyzes data; prepares statistical reports, charts, summaries, and other documentation supporting departmental performance and compliance. Creates surveys using Survey Monkey and Microsoft applications. Assists with audit preparation.

* Participates in departmental work groups, agency-wide initiatives, and committees to support organizational goals and continuous improvement efforts. Conducts research, gathers information, and assists with special projects assigned by the Department Director.

* Maintains inventory of office supplies and equipment; places orders, verify receipts, and ensures adequate stock levels. Coordinates repair and maintenance of office equipment and ensures proper operation of departmental resources.

* Provides administrative support to CR/QI staff and may serve as backup to the Legal Department Administrative Assistant.

* 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.

* 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 preferred, or certification in office management preferred. Three 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.

One year of experience working in a child welfare or social services agency and experience using SACWIS and Document Management System(s) (e. g. Traverse) 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; makes decisions that align with strategic objectives and adapt to changing conditions.

* Communication Skills - Communicates clearly and effectively in verbal and written formats; listens actively; presents information in a way that promotes understanding.

* Customer & Client Focus - Responds promptly and professionally to internal and external needs; builds positive relationships and ensures…