Unit Secretary

Job Description

Job Description

Unit Secretary

Department: Residential Administration (Non-Direct Care)

Reports To: Residential Manager

FLSA Status: Non-Exempt, Hourly

Position Summary

The Unit Secretary provides critical administrative and documentation support to the Residential Program, ensuring the

accurate coordination of records, services, and communications across multiple residential homes. This role supports

the daily operations of five residential group homes and two independent living homes serving children and young

adults in care.

The Unit Secretary plays an essential role in maintaining compliance with child welfare documentation standards,

coordinating service appointments, and ensuring records reflect the continuity of care for youth in placement. The

position requires strong organizational skills, attention to detail, and the ability to work collaboratively with internal

staff, case management teams, service providers, and external partners.

Supervisory Responsibilities

None

Essential Duties and Responsibilities

Residential Program Administrative Support

• Provide administrative support to Unit Supervisors and Residential Leadership to ensure the effective daily operation of residential group homes and independent living homes.
• Assist with the coordination and preparation of documentation for youth admissions (intakes) and discharges.
• Prepare and maintain organized youth case records in accordance with agency policies, licensing requirements, and established file structures.
• Attend residential staffing meetings as required to document and support administrative follow-up.
• Support leadership by preparing reports, documentation, and information requests needed for program oversight and service coordination.

Child Welfare Documentation and Case File Management

• Maintain accurate and organized youth case files in accordance with the case file table of contents and agency documentation standards.
• File assessments, evaluations, service plans, progress notes, incident documentation, and related records in the appropriate sequence.
• Ensure all required documentation is completed, collected, and properly filed to support compliance with regulatory and licensing requirements.
• Assist with monthly updates to youth Service Plans and ensure documentation is accurately maintained within youth records.
• Request and obtain required documentation from external agencies, case managers, therapists, and service providers to ensure records reflect current services and case plans.

Service Coordination and Scheduling

• Coordinate and maintain scheduling for family visits, case manager meetings, therapy appointments, and other required services for youth residing in the program.
• Maintain accurate calendars and scheduling systems for residential homes to ensure services are delivered as required by case plans.
• Communicate scheduling updates to residential staff and relevant external partners to ensure continuity of care.

Psychotropic Medication Coordination

• Coordinate and track psychotropic medication appointments and related documentation for youth in care.
• Schedule and attend monthly psychiatric medication management appointments as required.
• Maintain accurate records of medication refills and ensure appropriate documentation is received from prescribing providers.
• Communicate medication changes to appropriate residential staff to ensure safe administration and continuity of care.
• Ensure documentation related to psychotropic medications is properly filed and accessible for residential staff responsible for medication administration.

Reporting and Program Compliance

• Assist with the preparation and submission of required weekly, monthly, and ad-hoc reports requested by agency leadership, lead agencies, and external partners.
• Monitor documentation timelines to support timely submission of reports and service records.
• Maintain documentation processes that support regulatory compliance and program accountability.

Office Environment and Administrative Operations

• Maintain a safe, organized, and trauma-informed administrative office environment that supports the mission of the residential program.
• Ensure confidential information is handled in accordance with agency policy and child welfare confidentiality standards.
• Participate in training not limited to C.A.R.E. and others to support the needs of the residential administration team.
• Perform other administrative duties as assigned to support residential operations.

Required Skills and Competencies

• Ability to pass a Level 2 FDLE background screening, drug screening, and local background screening upon hire and annually thereafter.
• Demonstrated reliability and punctuality with flexibility to work assigned schedules.
• Ability to maintain a professional demeanor when interacting with youth, staff, families, and external service providers.
• Cultural sensitivity and the ability to communicate respectfully with individuals from diverse backgrounds.
• Strong organizational and time management skills with the ability to manage multiple priorities in a fast-paced environment.
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy in documentation management.
• Ability to identify problems and support effective administrative solutions.
• Proficiency in Microsoft Office Suite and electronic documentation systems.
• Ability to work collaboratively within a multidisciplinary residential care team.
• Commitment to maintaining confidentiality and compliance with EEOC and child welfare standards.

Education and Experience

• High School Diploma or equivalent required.
• Minimum of two (2) years of administrative or office support experience preferred.
• Experience in child welfare, residential care, healthcare, or human services environments strongly preferred.

Physical Requirements

• Ability to lift up to 50 pounds when necessary.
• Frequent sitting, standing, walking, and climbing stairs within residential and administrative facilities.
• Frequent bending, stooping, kneeling, and reaching.
• Regular use of hands and fingers for typing, filing, and office equipment.
• Ability to hear and respond quickly to sounds in the work environment.
• Ability to communicate effectively with staff, youth, and external partners.
• Close, distance, and peripheral vision required for office and administrative tasks.

Disclaimer

This job description is not intended to be a comprehensive list of all duties, responsibilities, or activities required of the

position. Duties may change at any time with or without notice. Management reserves the right to assign or reassign

duties as needed.

This description reflects the essential functions of the position and does not limit additional responsibilities that may be

assigned.