This position will work out of our PATH Bismarck office. This position will Full-time during regular business hours.
Will provide overall administrative support for all personnel, data management systems, licensing processes, communications, record management and general office duties.
Provide overall administrative support and direction to ensure the efficient operation of office functions consistent with PATH policy and procedure.
a. Purchase and maintain office supplies, equipment, and furniture as approved and directed by Regional Director.
b. Verify bills from vendors and submit them to accounting for payment.
c. Maintain office petty cash account.
d. Communicate regarding problems and needs and safety concerns with building landlord and coordinate repairs, as approved by office administrator.
e. Manage all mailing (external and internal) and message distribution.
f. Schedule and prepare facility for meetings
g. Coordinate office utilization of PATH and vendor resources for maintaining computer hardware and software as approved by office administrator.
h. Create and maintain quality customer service for reception of visitors and guests.
Develop and maintain computer databases and necessary hard copy files for PATH programs for local office as per PATH policies.
a. Manage the collection and input of necessary information.
b. Maintain referral master log, allegations log, variance tracking, archives and prospective foster parent log as directed by office administrator.
c. Provide support for PATH workers in treatment plan documentation, case documentation and correspondence.
d. Input of billing information into PATH MIS.
e. Prepare necessary reports according to established schedules.
f. Prepare and maintain placement, discharge, transfer and rate change documentation.
Provide support for PATH workers in the collection and management of documentation for all PATH foster family and respite provider licensure.
a. Prepare and distribute application materials for foster parent completion.
b. Obtain release forms from applicants and send criminal background forms to appropriate state, county, and local authorities.
c. Collect data from all sources and prepare application packets for submission to the appropriate state or county licensing agency.
d. File copy of all licensing materials in foster parent file and update MIS.
e. Maintain system for tracking license expiration and application dates.
Demonstrate clear and professional verbal, written and electronic communication.
a. Create and maintain quality customer service practice.
b. Maintain confidentiality and data privacy.
c. Attend staff, committee or other meetings and prepare, distribute and file minutes as assigned.
d. Maintain positive public relations.
Provide support in the planning, scheduling, and tracking of all foster parent education.
a. Assist the Regional Director (or supervisor) in the yearly education schedule.
b. Facilitate the arrangements for education meeting locations, speakers, equipment, announcements, etc.
c. Track education hours for foster parents and respite providers forwarding certificate related hours to UND for processing.
d. Inform parents semi-annually of documented hours.
e. Update information systems on local office education opportunities.
Ensure the confidentiality and integrity of all Nexus/PATH proprietary information, including the confidentiality of client’s information in compliance with all licensing regulations, Nexus policy, and COA and HIPAA guidelines.
Attend and participate in meetings, trainings, and special projects as assigned. Understand and support Nexus philosophy and treatment modalities.
Perform other job related responsibilities, tasks and projects as apparent or assigned.
Knowledge, Skills and Personal Attributes
- Remain current on all required training and certifications.
- Demonstrate the ability to plan, organize and effectively manage multiple priorities and perform activities in a manner that makes the best use of existing resources, staff and time.
- Exhibit clear, professional, respectful, and strengths-based communication to interface effectively with multiple external contacts, families, and staff and willingly share knowledge, information, and resources appropriately. Demonstrate conflict-resolution skills with clients, families, and other team members in times of need.
- Easily adjust and be highly flexible in meeting changing work needs and demands and willingly provide direction and/or assistance when needed.
- Demonstrate problem resolution skills and the ability to handle emergency or crisis situations and use sound judgment by taking appropriate actions consistent with Nexus policy and procedures. Remain calm and effectively manage stressful workload conditions and difficult, emotionally charged or crisis situations.
- Exhibit a spirit of cooperation among coworkers and comply with corporate and site policies and procedures.
- Exhibit excellent guest relations toward clients, visitors and co-workers; show courtesy, compassion, respect and a spirit of cooperation and present a professional image to the public at all times.
- Adhere to department procedures regarding punctuality and attendance and exhibit a significant degree of flexibility and cooperation with shift scheduling and rotation needs.
- Interact with and appreciate people from diverse, cultural, social, and religious backgrounds.
- Continually seeks knowledge of and exhibits an understanding and acceptance of differences in gender, race, age, culture, ethnicity, class, religion and disability to better appreciate staff, children, and families.
- Supports the mission of Nexus (“Strengthening Lives, Families, and Communities Through Our Cornerstone Values”) by exemplifying the Cornerstone Values and the Nexus Guiding Principles in all interactions with internal and external customers, and in all work performed on behalf of the organization.
Education, Credentials and Experience
- High School diploma required. Additional office support training, such as a related Associate Degree or vocational/business education strongly preferred; minimum of 2 years administrative support experience required.
- Requires PC literacy and proficiency with Microsoft Office Outlook, Work and Excel. Knowledge and experience with PowerPoint strongly preferred.
- Accurate word processing/typing skills of at least 55 wpm strongly preferred, along with excellent grammar skills.
- Experience with databases strongly preferred.
- Proficiency in operating and maintaining various types of general office equipment required (copiers, faxes, phones, mail machines, scanners, etc.)
- Knowledge of standard electronic and paper copy filing techniques that support regulatory, security and easy retrieval requirements.