Administrative Assistant

Catholic Charities

Miami, FL

Duties and Responsibilities

Accounts Payable:

Assures that expenditures are within budget limitations by carefully tracking all purchase orders and adjusting balances on internal tracking systems.
Reviews, prepares and processes Purchase Orders into the Abila
Submits purchase orders and invoices to Program Director for approval and signature
Furnishes signed invoice to Central Office for payment
Maintains accurate supporting documentation
Interacts with vendors
Reconciles Petty Cash.

Budget:

Monitors balances of line items.
Assists in preparation of annual
Completes internal programmatic monthly budget report for review of the Program Director

Data Entry

Maintains tracking system for employee and foster parents training.
Completes and updates as needed the tracking log of foster parents inquiries.
Distributes via mail or email foster parents training material on monthly basis.
Tracks donations received.

Program Outreach and Licensing of Foster Parents

Assists the Program Specialist and the Program Director to coordinate recruitment and program outreach events.
Prepares material for pre-service sessions.
Assists the Program Specialist with the completion of the Initial Licensing Packet, PRIDE 9 and the annual foster parent gathering.

Administrative Duties

Answers & transfer calls and takes messages
Performs routine office clerical duties: retrieving, sorting and delivering mail daily, typing, filing, copying , faxing as needed or requested
Orders and monitors supplies and equipment
Ensures office supplies are available
Assists the Program Coordinator with the organization of the quarterly program activities.
Assists the Education Specialist with tracking educational expenses.
Assists the Social Workers with tracking client service expenses.

Risk Management and Quality Assurance:

Performs PQI functions as assigned by Program
Participates with ongoing Safety Inspection
Must be available to work beyond regular schedule participate in program outreach, crisis situations or if there is a declared agency

Additional Duties

Communicates any problem/concern of the program to Program Director in a timely manner
Performs other duties as assigned by the Program Director.
Completes all required trainings as per Regulatory guidelines and other trainings as requested by supervisor
Complies with all policies, procedures and requirements necessary to perform the functions of this position

Physical Demands:

The work is usually sedentary, but may require periods of standing, walking and /or bending and some light lifting up to 10 pounds of office supplies. The work is mostly performed in a secure office

Educational & Experiential Requirements

High School or Equivalent
Proficient in Microsoft Office Suites
Bilingual English/Spanish preferred

Please see the link to the new Care Provider Background Screening Clearinghouse Education and Awareness website.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.

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Vacancy posted 2 days ago

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