Administrative Assistant to the ED of Foster Care

ADMINISTRATIVE ASSISTANT TO THE EXECUTIVE DIRECTOR OF FOSTER CARE

Department: Foster Care

JOB SUMMARY

To provide support services for the Executive Director of Foster Care Ministries and for other local area staff/programs.


ESSENTIAL DUTIES AND FUNCTIONS

• To provide direct support to the Executive Director of Foster Care Ministries and the other local area staff/programs in a friendly, professional and accommodating manner.
• Process all correspondence, typing and filing and assist in maintaining neat and up to date records and files.
• Serve as the primary point of contact for all incoming phone calls and guests to the office and answer calls/greet guests in a friendly, professional and accommodating manner.
• Provide training on phone system to office volunteers to assist with phone and office coverage.
• Work closely with Finance and Administrative team at Headquarters to ensure all finance processes/procedures are followed at the local level.
• Maintain petty cash account and follow/implement approved procedures at the local level.
• Maintain and track expenditures of temporary restricted gifts.
• Utilize Raiser's Edge for gift in kind entries, tours and speaking events completed by local staff.
• Coordinate all special events in conjunction with a planning team assigned by Director of Foster Care.
• Attend and prepare for staff meetings and record, transcribe and distribute minutes of all meetings.
• Manage office supply inventory, serve as the lead point of contact for office equipment and office supply purchases and ensure the office supply purchases are made within the allocated budgets for each area.
• Ensure the front/reception area and common areas of the office (e.g. lobby/reception area, bathrooms, break room, supply room, etc.) are kept organized/clean/tidy and are "welcoming" to guests.
• Preserve confidential nature of all work.
• With the absence of Compassion Ministries personnel, will be responsible for organizing and sorting donations and notifying appropriate program staff of available donations. In addition, will track and facilitate compassion ministry donations to the community.
• With the absence of a Volunteer Coordinator, we will be responsible for recruiting, selecting, assigning/training volunteers, keeping appropriate records/files for volunteers, and entering volunteer hours/data in Raiser's Edge.
• Perform other duties as assigned by Director of Foster Care.

REQUIRED EXPERIENCE AND QUALIFICATIONS

• High school diploma or GED
• Proficient in Microsoft Office, specifically Excel and Outlook

PREFERRED EXPERIENCE AND QUALIFICATIONS

• Associate's degree
• Experience in clerical work

COMPETENCIES

• Present oneself, both at and outside of work, in a manner keeping with One More Child's Core Values of Humble, Hungry, Wise, and Called.
• Strong interpersonal and communication skills with the ability to engage effectively with diverse audiences, including volunteers, donors, churches, and community partners.
• Proficiency in Microsoft Office Products and ability to utilize new software, such as project management and donor databases.
• Ability to work independently with minimal supervision while maintaining a collaborative, team oriented approach.
• Initiative driven, solution oriented mindset with an elevated level of personal responsibility and follow through.
• Demonstrated ability to organize, prioritize, and manage multiple responsibilities in a fast paced environment.
• Proven experience coordinating projects, events, volunteers, or community initiatives.
• Willing to work on call.

SPIRITUAL QUALIFICATIONS

• It is the mission of One More Child to provide Christ centered services to vulnerable children and struggling families. As stated in the Second Amended and Restated Articles of Incorporation, One More Child provides these services in a Christian context consistent with The Baptist Faith and Message (2000). Employees of One More Child commit to live in a manner that is not contrary to this Have had a personal conversion experience with Jesus Christ and been scripturally baptized.
• Computer and systems skills include experience with Microsoft Word and Excel.
• Mathematical abilities include the ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals; ability to develop intermediate mathematical formulas in Excel spreadsheets.
• Ability to build effective professional and positive working relationships internally and externally.
• Effective communication skills, both oral and written; attention to detail, and ability to multi-task and stay organized under tight deadlines.
• Presents him or herself outside the agency in a manner in keeping with the agency's core values and guiding principles.
• Ability to provide excellent customer service.
• Ability to maintain confidential employee and company information.
• Ability to multi-task.
• Ability to understand and follow oral and written instructions, meet deadlines, and work independently and as a member of team.
• Ability to solve daily problems by analyzing situations, determining next step and implementing.
• Ability to comprehend and process information rapidly and accurately.
• Skills in effectively organizing work, files, records, etc., to maintain efficient work flow.
• General knowledge of standard office practices and office equipment.

PHYSICAL DEMANDS

These physical requirements are not exhaustive, and One More Child may add additional job-related physical demands to these if the need arises. Corrective devices may be used to meet these physical requirements.

While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee frequently is required to use hands to handle or feel. The employee is occasionally required to walk and reach with hands and arms. Specific vision abilities required by this job include close vision.

This job requires the ability to work in stressful conditions from time to time and remain focused for extended periods of time. The ability to lift up to 30 pounds (boxes, documents, and equipment).

WORK ENVIRONMENT

The work environment describes the conditions that an employee may encounter when performing their job duties, including but not limited to, the essential functions of the position. Reasonable accommodation may be available to enable individuals with disabilities to perform these duties.

Job functions are performed in a normal office environment.

DISCLAIMER

This job description is not intended to be an all-inclusive list of the requirements of this position, but to describe the general nature of the job and provide a reasonable representation of its activities. Additional related work may be identified and assigned by the organization and included as an area of responsibility while assessing performance.

EQUAL EMPLOYMENT OPPORTUNITY STATEMENT

One More Child is committed to a workplace environment that encourages growth and respect for all current and prospective employees based upon job-related factors such as their educational background, work experience, and ability to perform the essential functions of a particular job. It is the policy and practice of One More Child to prohibit any form of discrimination or harassment based on statuses protected under federal, state, or local laws which are applicable to the organization. As a religious organization, One More Child provides services in a Christian context consistent with The Baptist Faith and Message (2000). Employees of One More Child commit to live in a manner that is not contrary to this foundational statement of faith.

CLEARINGHOUSE

In compliance with House Bill 531 (2025), please access the State of Florida's Background Screening Clearinghouse Education and Awareness website: