Foster Care Administrative Assistant

Administrative AssistantThe 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 notetaking 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.ResponsibilitiesComplete 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 requirementsProcessing invoices and reimbursements assigned to the branch office via the Agency's database systemProfessionally greet all visitors entering the office; notify staff of their visit and escort to appropriate waiting locationRespond to general inquiries about the program or refer to appropriate staff for more detailed informationUpdate 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 verificationTake detailed meeting notes and distribute them to staffReview, run, and update reports with accuracyAssist staff with clerical duties, including foster parent and stakeholder notifications.Prepare training rooms and materials for office training sessionsComplete the mailing process for all in and outgoing mail, including postage machines if applicableManage and order supplies and ensure appropriate inventory is available for normal and peak business needsAnswer and direct all incoming calls to appropriate staff; take messages when neededFoster a positive and collaborative work environment that aligns with Upbring's Mission and Values.QualificationsMinimum QualificationsHigh School diploma or GED equivalentOne(1) year secretarial, receptionist, or administrative experienceHighly 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 demeanorAbility to work independently and as part of a team; take initiative and work with limited supervisionStrong interpersonal skills with the ability to work and interact with a diverse group of peopleExcellent written and verbal communication skillsStrong organizational and time management skills with the ability to meet deadlines and manage multiple requests and job expectationsProficient use of Microsoft Word, Excel, and OutlookPreferred QualificationsAssociates degree or higher in Business Administration, Office Administration, or closely related field3 years' secretarial, receptionist, or administrative experienceBilingual (English and Spanish based on service area and service population)Perks at UpbringCompetitive PTO & paid holidaysHealth, dental, vision insurance & more403(b) PlanEmployee Assistance ProgramDiscounted Gym MembershipsPhysical Demands & Work ConditionsThis position requires sitting and looking and using a computer for long periods of timePosition has constant exposure to childrenPosition requires frequent standing and walkingLift, 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 applicable federal, state, or local law.