ADMINISTRATIVE ASSISTANT - Brooklyn

Job Title

The Enhanced Family Foster Care program works in partnership with families to provide trauma-informed, culturally sensitive, and inclusive services to promote permanency, safety, and well-being, and reduce the length of stay in foster care. The Administrative Assistant provides comprehensive administrative support to the case planning team within the Foster Care Department, helping to ensure effective coordination, timely completion, and smooth delivery of required case planning activities.

Duties and Responsibilities

Greet families, visitors, and stakeholders who visit the building.

Inform staff when families, visitors, or stakeholders arrive.

Provide telephone/switchboard coverage for the Foster Care department and redirect calls as appropriate.

Assist with general agency phone coverage when needed, including during staff absences, breaks, emergencies, or other operational needs.

Monitor office mail, distribute correspondence, and manage incoming and outgoing packages.

Manage office supply inventory and petty cash, including placing orders and submitting replenishment requests as needed.

Manage transportation resources for families by requesting, distributing, and monitoring the use of OMNY cards.

Assist with preparation and setup of office spaces and desks for newly hired staff.

Support onboarding activities and other administrative projects as assigned.

Ensure space and any other accommodations requests (if necessary) are available for department meetings.

Communicate facilities-related concerns, maintenance needs, visitor issues, or safety concerns to the appropriate supervisor or Facilities staff in a timely manner.

Prepare meeting agendas, take meeting minutes, and distribute follow-up items and documents.

Maintain and update the weekly family time visitation schedule for the office.

Maintain and update the staff office day schedule for the office.

Ensure foster care documents are filed in the case records on a weekly basis.

Create case records for new intake cases.

Ensured discharged case records are kept on site for required time frame.

Ensure files are sent to Iron Mountain timely and logged on Iron Mountain tracking sheet.

Request birth certificates and social security numbers from ACS and complete pick up once ready.

Assist with uploading vitals documents to ASARA database and providing copies to assigned case planning team.

Complete initial and annual Putative Father Registry for children in the foster care program and monitor the results.

Inform assigned case planning team of the results of the Putative Father Registry.

Assist with the tracking and filing of required foster care client documents such as but not limited to Bill of Rights, credit checks, and transitional plans.

Assist foster care department with obtaining parental consent from families when needed.

Assist in the submission and tracking of State Central Registry results for placement resources of children in the foster care program.

Assist program with tracking deadlines and timely submissions of required court reports, family assessments, and case work documentation.

Generate and distribute weekly program reports as assigned.

Assist program manager and director with special projects.

Performs other duties/responsibilities as assigned within the scope of the position.

Skills/Knowledge/Abilities

Detailed-oriented; ability to function as a team player and possesses a demonstrated passion for advancing the work of serving children and families.

Excellent verbal and written communication skills, flexibility, professionalism, time management, and organizational skills.

Ability to work with diverse populations.

Computer proficiency and knowledge of Microsoft Office.

Ability to perform the essential functions of the job with or without reasonable accommodation.

Qualifications/Requirements

High School/GED required

Bi-lingual, Spanish preferred

Must be able to travel within NYC Metropolitan area

Due to the nature of the work environment work hours will be based on the needs of the program and may vary

Why Join Us?

At Seamen's Society for Children and Families, we value our team members and are committed to providing a supportive, rewarding, and growth-oriented work environment. As part of our team, you'll enjoy a comprehensive benefits package designed to support your professional and personal well-being:

Extensive Training & Career Development Gain hands-on experience with comprehensive training programs to enhance your skills and career growth. Generous Paid Time Off & Holidays Maintain a healthy work-life balance with our comprehensive PTO package, including: 13 paid holidays throughout the year, Half-day Summer Fridays to make the most of the season, Ample vacation, personal, and sick time so you can recharge and focus on what matters most. Your well-being is a priority for us. Take time to rest and recharge. Robust Medical, Dental, & Vision Insurance Stay covered with our significantly subsidized plans designed to fit your needs. Company paid Life Insurance & Financial Security We offer life insurance, a generous 403(b) retirement plan (with agency contribution), and a tax-deferred annuity to secure your future. Commuter Benefit Program & Flexible Spending Accounts Save money on daily expenses with our commuter benefits and FSA options. Exclusive Perks & Discounts As part of our team, you'll gain access to Plum Benefits, the leading Corporate Entertainment Benefits provider. Enjoy exclusive discounts, special offers, and preferred seating for top attractions, theme parks, shows, sporting events, movie tickets, hotels, and more. Employee Assistance Program Receive confidential support services for mental health, financial advice, and personal well-being. Internship & Referral Programs Help build the future by mentoring interns or referring great candidates and earning incentives.

Additional Information

Seamen's Society is committed to providing an inclusive and welcoming environment for all members of our staff, participants, volunteers, subcontractors, and vendors. We respect diversity and accordingly are an equal opportunity employer that does not discriminate based on race, color, creed, religion, national origin, alienage, citizenship status, age, disability, sex, gender, gender identity or expression (sexual orientation, marital status, partnership status, veteran status, genetic information, or any other status protected by applicable federal, state, or local law.