Foster Care Administrative Assistant

Administrative Assistant

The Administrative Assistant is responsible for maintaining accurate participant data and official documents in compliance with agency policies and regulatory requirements to the Foster in Texas (FIT) team. This role processes invoices and reimbursements, manages office supplies and inventory, and ensures efficient office operations by greeting visitors, handling inquiries, and directing communications. Additionally, the Administrative Assistant provides essential clerical and organizational support to ensure the efficiency of office operations.

Responsibilities include detailed note taking and report management, document auditing and compliance review, assisting staff with administrative tasks, and maintaining a welcoming office environment. This role also supports training preparation and stakeholder communications as needed. The Administrative Assistant will possess strong organizational skills and attention to detail in order to support the efficiency of daily operations.

• Complete and maintain accurate data for participants, including official documents into the Agency's database and in accordance to Agency policy, licensing standards, funding requirements, and other federal, state, and local regulatory requirements
• Processing invoices and reimbursements assigned to the branch office via the Agency's database system
• Professionally greet all visitors entering the office; notify staff of their visit and escort to appropriate waiting location
• Respond to general inquiries about the program or refer to appropriate staff for more detailed information
• Update the census for the assigned branch office daily and reconcile at the end of each month.
• Collect information from prospective foster, adoptive and kinships parents and direct them to the database for continued processing of their verification
• Take detailed meeting notes and distribute them to staff
• Review, run, and update reports with accuracy
• Assist staff with clerical duties, including foster parent and stakeholder notifications.
• Prepare training rooms and materials for office training sessions
• Complete the mailing process for all in and outgoing mail, including postage machines if applicable
• Manage and order supplies and ensure appropriate inventory is available for normal and peak business needs
• Answer and direct all incoming calls to appropriate staff; take messages when needed
• Foster a positive and collaborative work environment that aligns with Upbring's Mission and Values.

Minimum Qualifications

• High School diploma or GED equivalent
• One(1) year secretarial, receptionist, or administrative experience
• Highly proficient in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook)
• Strong customer service skills with the ability to greet and welcome people with a professional and pleasant demeanor
• Ability to work independently and as part of a team; take initiative and work with limited supervision
• Strong interpersonal skills with the ability to work and interact with a diverse group of people
• Excellent written and verbal communication skills
• Strong organizational and time management skills with the ability to meet deadlines and manage multiple requests and job expectations
• Proficient use of Microsoft Word, Excel, and Outlook

Preferred Qualifications

• Associates degree or higher in Business Administration, Office Administration, or closely related field
• 3 years' secretarial, receptionist, or administrative experience
• Bilingual (English and Spanish based on service area and service population)

Perks at Upbring

• Competitive PTO & paid holidays
• Health, dental, vision insurance & more
• 403(b) Plan
• Employee Assistance Program
• Discounted Gym Memberships

Physical Demands & Work Conditions

• This position requires sitting and looking and using a computer for long periods of time
• Position has constant exposure to children
• Position requires frequent standing and walking
• Lift, push, pull, move up to 25 lbs.

The physical requirements for this position with or without reasonable accommodation are representative of those that must be met by an employee to perform the essential functions of this position successfully. While performing this position the employee with or without reasonable accommodation should have the ability to walk, stand, sit, kneel, speak, and hear with aid, see, read, reach with arms and hands, lift and/or move up to specified weight, and use equipment that is essential to performing the job, such as a computer, copier, fax machine, telephone, and automobile, if applicable.

Specific vision requirements of this position may include color vision, seeing things close up, and the ability to adjust focus.

Upbring is an Equal Employment Opportunity/AA Employer and does not discriminate on the basis of race, color, ancestry, religion, age, sex, sexual orientation, gender, pregnancy, marital status, national origin, genetic information, physical or mental disability, military or veteran status, or any other characteristic protected by…