First Steps Administrative Assistant

First Steps Administrative Assistant

Provide clerical and administrative support for the First Steps Network to help ensure services are managed accurately, ethically, and in compliance with applicable state and federal regulations. This role supports referrals, file maintenance, provider documentation, compliance tracking, and overall office coordination for the Children's Services department.

• Monitor provider compliance with state reporting requirements.
• Log, file, and assign referrals in a timely manner.
• Manage and maintain client and contractor files.
• Monitor and manage First Steps shared email inboxes.
• Ensure files are complete, current, and compliant with filing requirements.
• Notify providers in advance regarding missing information or documentation.
• Send waiting lists and opening lists to therapists.
• Track provider availability.
• Schedule quarterly therapist meetings and speakers.
• Order food for meetings and create meeting certificates.
• Participate in planning, committee work, and agency coordination as assigned.

Effective verbal, written, and typing skills for communication with staff, consumers, and vendors. Knowledge of computer data entry and related programs. Strong organizational and mathematical skills. Ability to work a flexible schedule. Ability to work effectively with a wide range of people and as part of a team. Ability to follow and enforce agency policies, procedures, and ethical standards. Successful completion of required agency and regulatory trainings. Ability to maintain confidentiality and handle records accurately.

• Visual motor skills: Constant.
• Manual skills: Frequent.
• Sitting: Frequent.
• Walking: Frequent.
• Bending: Frequent.
• Reaching: Occasional.
• Lifting/carrying up to 25 lbs: Frequent.
• Climbing steps: Occasional.
• Standing: Frequent.
• Local travel: Frequent.
• Long-distance travel: Occasional.

• CPR and First Aid.
• Human Rights training.
• Incident Reporting training.
• Any other agency, BOIS, CARF, or regulatory trainings required by the employer.
• Valid motor vehicle access, driver's license, insurance, and registration as requested or required.

High school diploma or equivalent required. Degree, certification, or coursework toward a bachelor's degree in Human Services, Accounting, or Social Services preferred. 1 to 2 years of work experience in customer support. Effective written, electronic, oral, and computer skills necessary.