Administrative Assistant

We are seeking an Administrative Assistant to join our Foster Care Transitional Program. As an Administrative Assistant, you will Shine Hope as you provide program receptionist functions including directing all incoming phone calls and preparing program correspondence. You will provide accurate data entry into the Buckner database of all service data for all participants served in accordance with contract guidelines. Data entry includes registration and referral data as well as case assignments. Prepare invoices for payments; submit monthly billing and accounts receivables; perform monthly contract billing. Maintain accurate accounting logs, prepare purchase orders, and process new vendor forms and check requests.

What you'll do:

• Perform all duties in a courteous manner and maintain excellence in customer service including but not limited to cheerfully greeting clients and visitors with a smile and exercising respect with co-workers.
• Accept inquiry calls, provide information and referral information. Process incoming referrals, enter into Buckner database, and notify appropriate Buckner team members.
• Timely and accurately prepare and manage billing for Transition Programs program in accordance with established guidelines; maintain accurate and complete accounts receivable records.
• Prepare Transition Programs accounts receivable reports and meet timely with the Program Director to resolve any discrepancies.
• Supervise the overall needs of the Transition Programs office such as, office supplies stocked for staff use; keep the appearance of the office in accordance with the holidays and special events.
• Review and accurately process mail, faxes, emails, and other correspondence in a timely manner.
• Maintain positive, professional appearance and demeanor while interacting and/or communicating with others.
• Answer phone calls and appropriately respond to inquiries and requests for information for the Transition Programs.
• Generate reports as requested. Accurately prepare and proofread memos, letters, spreadsheets and other documents and correspondence as required. Complete accurate and timely documentation.

 What you’ll bring:

• High School Diploma (or G.E.D.) required. Bachelor’s degree preferred.
• Knowledge and experience in working with youth and young adults in the foster care community or programming. 
• Prior work experience in education, child health and development, child abuse or neglect, and/or parent education preferred.
• Knowledge of and/or experience using community resources preferred.
• Requires ability to drive assigned vehicle(s) or personal vehicle, with appropriate state license, following all laws applicable; must provide proof of liability insurance and must be eligible to be insured under Buckner’s insurance policy. Must be age 21 or older to drive on behalf of Buckner.
• Requires ability to use up to 50 pounds of force occasionally, and/or up to 20 pounds of force frequently, and/or up to 10 pounds of force continuously to move objects and/or people.
• Requires ability to walk, stand and sit, sometimes for prolonged periods of time.

The above description reflects the details considered necessary to describe the essential functions of the job and should not be construed as a detailed description of all the work requirements that may be performed in the job.