Southwest Human Development

Office Assistant- Kinship Care & Adoptions

US-AZ-Phoenix
2 weeks ago
ID
2017-1341
Job Code
0502-2017
# of Openings
1
Category
Administrative/Clerical

Overview

Works under consistent direction performing diverse secretarial and clerical support and telephone backup duties for their designated Family Support Services department programs according to the agency mission and philosophy and department goals.

Responsibilities

 

  • Provides program services in a manner that reflects the philosophy of the department.
    • Copies and prepares daily incoming and outgoing mail and faxes, distribute to appropriate staff.
    • Performs requested departmental copy jobs.
    • Reviews and completes closed files and prepares for scanning.
    • Carefully checks all scanned files for accuracy.
    • Reviews for completeness and mails DCS/DPS requests
    • Processes DCS/DPS results as received, prepares addendum for home studies.
    • Collects and shreds confidential paperwork as requested.
    • Stocks office supplies and printer stations with paper, letter head, envelopes, SWHD logo labels.
    • Creates, updates and revises department forms as necessary.
    • Stocks forms and resource drawers.
    • Keeps a count of toners on hand and orders toners as needed
    • Assists staff with printer/copier issues and contacts service providers as needed and logs all service call information
    • Creates labels for files and file cabinets
    • Ongoing Projects include but are not limited to:
        • Completes closed file labels
        • Pulls and prepares closed cases for archive
        • Makes NCR copies, forms
        • Completes fingerprint clearance card packets
        • Prepares packets/folders for all programs
        • Creates labels for new case file dividers
        • Files closed documents in already closed cases
        •  
      • Records and types team meeting minutes.
      • Sets-up conference rooms for meetings and trainings, cleans after meeting or training is done.
      • Backs-up agency front desk phones as requested.
      • Uses independent judgment and discretion in setting daily priorities to complete tasks.
      • Demonstrates sensitivity to linguistic, cultural, social, economic, individual and role differences among persons and families served.
      • Provides services that are family-centered and relationship-based.
      • Adheres to the SWHD Core Values and the Codes of Ethics of NASW and NAEYC.
  • Functions as an effective team member with co-workers and the community to build productive, collaborative relationships and to achieve program goals and objectives.
    • Develops positive and constructive working relationships with staff, participants and team members.
    • Maintains established work schedule, is punctual, keeps appointments, willing to adapt schedule to meet unexpected needs and changes, and utilizes time effectively.
    • Supports the decisions of the director and management team to staff, participants and the community.
    • Maintains, keeps clean, utilized efficiently and safely the agency/department’s physical facility and equipment.
    • Supports integrated team process for service delivery.
  • Communicates accurately, clearly and professionally.
    • Communicates in a positive, respectful and courteous manner.
    • Interacts with co-workers and the community to build productive, collaborative relationships to support the achievement of service goals.
    • Understands and maintains private and sensitive information within the confines of need-to-know parameters.
    • Composes letters, memos, minutes, forms, and reports using various writing styles and formats to produce a document that effectively communicates the purpose and intent.
    • Proofs and revises work for correct grammar, spelling and format.
    • Submits accurate and complete reports as per program guidelines and according to program timelines.
  • Uses supervision effectively, takes initiative to secure professional development opportunities, and applies relevant information in the work setting.
    • Actively participates in supervision that is regular, reflective, and collaborative in nature. As appropriate, takes the initiative to seek supervisory input.
    • Accurately identifies areas of mastery and areas targeted for personal growth and development. Seeks assistance and guidance when needed.
    • Incorporates constructive direction from supervisor to improve job performance.
    • Accepts responsibility for the quality of job performance and makes changes as needed.
    • Maintains awareness of current professional information in the fields of activity, undertakes regular and ongoing efforts to maintain competencies in the skills used and incorporates new knowledge and skills on the job.
    • Shares pertinent information with supervisor and team members regarding work progress, successes, barriers, concerns and other information that may have an impact on the department’s service or image.

 

Qualifications

 

 

 

HS/GED, phones, clerical experience, and computer skills in Word and Excel are required.

 

Valid Arizona Fingerprint Clearance Card without restrictions preferred OR must qualify for a valid Arizona Level One Fingerprint Clearance Card without restrictions.

 

 

 

BENEFITS

Southwest Human Development offers an excellent benefits package for full-time employment to include:

Health insurance (provided at no cost to the employee)

Dental insurance

Life insurance

Vision insurance

Employee Assistance Program (includes 6 face-to-face visits)

Flexible spending account

401(k) retirement plan

Paid vacation

Paid sick time

Paid holiday

Ongoing training and professional development

Supportive, relationship-based supervision model

 

 

 

CB*

*CB

 

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