Casey Family Programs, an Equal Opportunity Employer, is a national operating foundation that provides and improves—and ultimately prevents the need for—foster care. We value a diverse and culturally competent workplace.
The Office Administrator is responsible for management of the day to day administrative functions of a Field Office. Designs, implements and oversees effective and efficient administrative processes and partners with the Field Office Management team and with other Casey work units to ensure compliance with applicable laws, local regulatory requirements, Casey policies/procedures and COA accreditation standards. This position provides support to the Senior and Directors to accomplish Field Office and Systems Improvement objectives, Directly supervises Field Office administrative staff. Responsible for the management of the Field Office physical plant to both protect Casey’s investment and to ensure it is a safe and welcoming environment for youth, families and community partners.
% of Time
· Oversees and manages the full range of administrative business functions including developing and maintaining processes and procedures for financial management (employee expenses, payment authorizations, vouchers, credit cards, etc), contract administration, payroll, records retention, and other office operations. Ensures the Field Office is in compliance with applicable guidelines, regulations, CPA licensure, and deadlines. Responds to incoming inquiries on a wide variety of issues and works extensively with HQ support units to complete work processes and ensure resolution and timely completion of projects.
· Supervises the Field Office Administrative Assistants and other administrative staff as assigned. Establishes performance expectations, assigns, manages and balances tasks and projects, and manages outcomes. Reviews/approves work, providing feedback and coaching, and ensures opportunities for professional development and growth of supervisees. Provides leadership to administrative staff to promote quality interactions and support to youth and families receiving services and to clinical staff providing services. Utilizes effective conflict resolution and de-escalation skills as needed.
· Works closely with Senior Director in development of the Field Office business plan and leads the preparation, forecasting and ongoing monitoring of the field office budget. Analyzes monthly budget reports, completes the Monthly Spending Analysis (MSA) and spending reports to ensure accuracy and accountability and submits to Senior Director for review and approval.
· Responsible for maintenance of Field Office personnel records to ensure compliance with state/county, Casey and COA requirements. Tracks and oversees staff compliance with Casey and state requirements, including training. Responsible for management and documentation of all hiring and personnel changes.
· Manages projects and coordinates events in conjunction with Casey staff and external partners and collaborators. Provides leadership and oversight of organization and delegation of duties for community and collaborative events. Provides organizational and administrative support to Senior and Directors in Systems Improvement jurisdictional work. Performs SI activities as assigned, such as teaching, scribing for PRTs to others.
· Performs other duties as assigned
· A college degree and 5 years of relevant office management experience, including 2 years of supervision responsibilities, is required. Working experience in a similar role may be substituted for a degree.
· Experience in office management, budgeting, project management, and personnel management is necessary.
· The ability to lead and collaborate with a team of professionals at all levels within Casey and within the local community is required.
· Strong skills in organization, critical thinking, effective written and verbal communications, listening and ability to balance assertiveness and diplomacy are needed.
· A broad knowledge of computer software is required. Advanced skills in the Microsoft Office suite are desired.
· Proven success in working in a diverse, multi-cultural environment is required.
· Physical requirements include the ability to lift and reach for light objects; close visual acuity to prepare and analyze data, text, and figures; ability to type utilizing a computer keyboard; ability to travel to outside locations; and the ability to work at a computer for extended periods of time as a primary job function.
Casey Family Programs - 8 months ago
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