Administrative Assistant - Family Finding

MISSION STATEMENT

The Children’s Network of Hillsborough is committed to working with the community to protect children and preserve families.

GENERAL PURPOSE OF JOB

The Administrative Assistant will provide high-level administrative support to the department and the director. This role includes handling a wide range of administrative tasks, managing schedules, coordinating meetings, and facilitating communication within the department.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Schedules department meetings, prepares agendas, and records minutes
• Generation of staffing schedule
• Attend various staffings and meetings to ensure appropriate notes are completed and submitted to the Director of Programs
• Oversees submission of requested documentation to various departments within the agency
• Serve as a point of contact for internal and external stakeholders.
• Communicate effectively with team members, providing information and support as needed.
• Assist in the preparation of regular reports and summaries.
• Support the planning and execution of departmental projects and events.
• Assist in research and data collection for various projects.
• Completion of monthly reports and maintaining trackers
• General administrative duties to include filing, scanning, copying, redacting and mailing as required
• Prepares routine correspondence as needed.
• Maintain confidentiality of sensitive information.
• Other duties may be assigned as special projects may be requested.

WORKING HOURS

Children’s Network of Hillsborough’s standard business hours are 8:00 a.m. to 5:00 p.m., Monday through Friday. This position is an in-office based position that averages 40 hours per week. Work hours may vary outside of these standard hours, including evenings and weekends, as needed to meet operational demands. All hours worked will be compensated in accordance with the Fair Labor Standards Act (FLSA) and agency policies, including applicable overtime and other compensation requirements.

TRAVEL

Travel within and outside of Hillsborough County is required.

TRAINING

All employees are required to complete fifteen (15) hours of training annually, which may be completed online or in a classroom setting. Employees who hold a credential or license relevant to their position must ensure that all training and continuing education requirements are met to maintain their credential or licensure.

SUPERVISORY RESPONSIBILITIES

This position does not have supervisory responsibilities

EDUCATION AND EXPERIENCE

High school diploma or general education degree (GED) required, A.A. degree preferred; a minimum of three (3) years of previous administrative/secretarial experience and/or training, or equivalent combination of education and experience.

SKILLS AND ABILITIES

Exceptional leadership and communication skills, fostering collaboration across all organizational levels. Possess a strong aptitude for analytical thinking and data-driven decision-making, they excel at solving complex problems and implementing effective solutions. Proficient in project management, they adeptly handle multifaceted initiatives, ensuring deadlines are met and budgets are maintained. Highly adaptable to fast-paced and dynamic environments, they prioritize tasks efficiently while leveraging operational software and tools to enhance productivity. Strategic planning expertise and a commitment to fostering teamwork enable them to drive organizational success.

PRE-EMPLOYMENT REQUIREMENTS

CERTIFICATES, LICENSE, REGISTRATIONS, BACKGROUNDS, DRUG SCREENS, ETC.

• Valid driver’s license required, with proof of insurance
• Driver’s license check is a requirement
• Criminal background screening (fingerprinting) (Local Law Enforcement and FBI/FDLE)
• Drug Screening is a requirement
• Children’s Network participates in E-Verify

OTHER REQUIREMENTS

LANGUAGE SKILLS

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, board of directors, clients, customers, and the public. Ability to speak effectively before groups of customers or employees. Must be competent with basic e-mail protocol and procedures including sending, receiving, replying, attachments, and meeting scheduling; excellent written and oral communication skills; effective listening skills; ability to work as a team member, and the ability to work in a multi-cultural environment.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, percentages, ability to draw and interpret bar graphs.

REASONING ABILITY

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to be proactive, as well as handle problems involving several concrete variables in standardized situations.

PHYSICAL DEMANDS

The physical demands of this position are generally moderate. The role may require extended periods of sitting, standing, and using a computer. Occasional lifting of office supplies, files, or materials up to 25 pounds may be required. Reasonable accommodation can be made to enable individuals with disabilities to perform the essential job functions.

WORK ENVIRONMENT

This is an in-office-based position focused on administrative work, where the noise level may be moderate. The role may involve occasional travel among agency locations, extended periods of computer work, and frequent interactions across multiple departments. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential job functions.

ADA: Children’s Network of Hillsborough, LLC will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990.

EEO: Children’s Network of Hillsborough, LLC does not discriminate based on race, national origin, gender, religion, veteran status, or disability in employment, in provision of services, or in access to programs.

Children’s Network of Hillsborough, LLC is a Drug-Free Workplace.