Administrative Support

The Administrative Support professional within the Community Service Agency works as a member of a multi-disciplinary team to provide quality service and maintenance of a safe environment for all clients as well as staff. The Administrative Support Staff is responsible for assisting the program director and other members of staff manage their services within the Community Service Agency, and other programs at times. The Administrative Support staff helps ensure the timely completion of reports being run, databases being updated and efficient communication across multiple domains within the agency.

SCHEDULE: Full-time 30 Hours per week preferred, but can consider 25 hours per week / 4 or 5 day work week

Child and Family Services recognizes the power in Diversity and believes that Equity is a Human Right.

$1 per hour Language Differential! (eligible languages include: Cape Verdean Creole, Haitian Creole, Portuguese, Spanish or ASL)

Child & Family Services carefully considers a wide range of factors when determining compensation including, but not limited to, prior experience, education, certification(s), license(s), skills and expertise, location, internal equity and other factors that are job related and consistent with business need. Our goal is to support, reward and compensate the entire individual. Depending on role eligibility, your offer may include a bonus or other incentives. Therefore, final offer amounts may vary from the amount stated.

Job Responsibilities & Essential Functions

Reasonable accommodation may be made to enable individuals with disabilities to perform these essential functions.

• Provide accurate information regarding agency policy, procedures, and service options when inquiries are made by potential new clients and community resources and services providers.
• Data Collection regarding program participation, compile monthly reports
• Clerical duties i.e. photocopying, filing, typing, faxing etc.
• Maintain program databases (CSA Connecter, Benefit Assignments, etc.)
• Complete insurance inquiries for private insurances, as needed
• Administrative support to Program Director and program staff
• Scheduling documenting and competing minutes for meetings (Systems of Care, Staff Meeting, Group Supervision)
• Maintain a positive working relationship with agency staff, supervisors, and community contacts
• Maintain agency records within procedural requirements
• Maintain current knowledge related to rules and regulations governing confidentiality of medical records including but not limited to HIPAA
• Be knowledgeable of new programs (or changes in existing programs), activities, and groups
• Maintain program databases
• Provide administrative support to office manager and program staff
• Maintain regular and timely attendance
• Maintain a positive attitude and promote a positive work environment
• Adhere to all policies set forth in the Employee Manual
• Have a commitment to the agency’s philosophy and the ability to translate this to others
• Other office duties as deemed necessary
• At times, the CSA Administrative Assistant will assist in coverage for the front desk, which hold duties including, but not limited to:
• Answer incoming calls and route caller to appropriate staff
• Maintain and update information at front desk, including waiting room Information and notices, as needed
• Maintain mailboxes and process incoming/outgoing mail and faxes, including notifying appropriate staff of incoming deliveries and ensuring outgoing mail has appropriate postage
• Provide general agency correspondence as needed

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.  Participates in independent education and training opportunities. Participates in management team meetings.

Qualifications

Required Education and Experience

High School Diploma, or equivalent experience required. Ability to work independently, attend to detail and follow through with assigned tasks. Computer literacy-word processing, spreadsheets, experience with Excel, etc. as needed

Cultural Competency Qualifications: 

• Awareness of personal attitudes, beliefs, biases, and assumptions about others 
• Knowledge of the various dimensions of diversity, including gender, race, and ethnicity 
• Acknowledging that people from other cultural groups may not share the same beliefs and practices or perceive experiences in the same way 
• Cultural knowledge of key populations that will be served to address disparities in service delivery
• Demonstrates positive attitudes towards cultural differences by showing respect and openness towards people whose social and cultural background is different from one's own 
• Demonstrates skills for communication and interaction across cultures, including the ability to recognize and manage personal behaviors, moods, and impulses to create an inclusive, equitable, and welcoming climate within the agency

Travel Required

Must have a valid driver’s license and reliable transportation that meets CFS Driver Policy. Travel is required to provide services in different settings and to attend agency meetings, events, and trainings

Benefits:

• Benefit eligible at 20+ hours per week
• Medical – Harvard Pilgrim/HealthPlans Inc.
• Dental – Delta Dental of MA
• Vision - EyeMed
• Wellworks for You (Employee Wellness)
• 2 weeks’ vacation accrued over 1st year, 3 weeks after 3 years, 4 weeks after 5 years and 5 weeks after 20 years
• 12 Sick Days, 10 Paid Holidays, and 2 Personal Days per year
• Tuition reimbursement – Up to $1,500 per calendar year
• Professional Licensure reimbursement (LICSW, LMHC)
• Flexible spending accounts – save on medical expenses and dependent care!
• 401K – CFS matches first 1% at 100%; 2%-6% of annual earnings are matched at 50%
• 100% Employer paid Life Insurance
• 100% Employer paid Long Term Disability and AD&D
• 24-hour travel assistance, mileage reimbursement, discounted Healthtrax gym membership, and employee appreciation events!

Child and Family Services, Inc. values a diverse workplace and strongly encourages applicants from the BIPOC, LGBTQ+, AAPI, Hispanic, Latinx and Veteran communities to apply for employment. We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, citizenship, age, gender, sex,( including gender identity, sexual orientation, and pregnancy) disability status, protected veteran status, or any other characteristic protected by law.