Administrative Assistant - QM

Job Title

Administrative Assistant - Quality Management

State

Florida

Program

Children's Network of Southwest Florida, LLC

Reports to

Director of Quality Management

FLSA Status

Non-Exempt

Job Description

Statement

This job description will be reviewed periodically as duties and responsibilities change with business necessity. Essential and marginal job functions are subject to modification.

Mission Statement

The Children's Network of Southwest Florida is committed to working with the community to protect children and preserve families.

General Purpose of Job

Assist the Quality Management Director and Quality Management Staff with scheduling appointments, including internal and external schedules, correspondence, providing information to callers, and assist in the daily operations of the Quality Management 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 accommodations may be made to enable individuals with disabilities to perform the essential functions.

Essential Duties and Responsibilities

• Reports to the Quality Management Director
• Conduct special reports as directed by the Quality Management Director
• Provide administrative support to the Quality Management Staff
• Coordinates training and travel for Quality Management staff
• Maintain office calendars, schedule appointments, and coordinate meetings, trainings, and conference rooms.
• Coordinate conflict of Interest Staffings
• Complete critical incident report entry in IRAS
• Develop permanency staffing schedule
• Serves as the CBC's Liaison for access to external online systems
• Generate monthly team reports
• Coordinate onboarding of new Quality Management staff
• Creates and maintains databases
• Prepare, proofread, and format correspondence, reports, presentations, notices, and other agency documents.
• Scan, upload, and accurately label documents in the child welfare information system
• Organize and maintain filing systems
• Send, receive, and direct faxes, mail, and related correspondence

• Serve as the receptionist for the office - Manage front desk operations, greet visitors, direct clients, caregivers, and service providers to appropriate staff. Answer, screen, and route incoming phone calls; document messages and urgent inquiries.
• Support special projects, audits, and accreditation activities (e.g., COA, DCF licensing reviews).
• Monitor office supplies and submit orders; maintain organized supply and file areas.
• Communicate effectively with internal staff, external providers, caregivers, and community partners
• Assist with managing petty cash
• Other duties may be assigned

• Manage incoming correspondence related to the Department of Children and Families (DCF), DC Trackers, complaints and inquiries;
• Manage incoming correspondence and telephone calls related to complaints from clients and from Legislators regarding their constituents;
• Conduct internal and external research regarding Trackers, assign to appropriate case management staff, supervisors and directors, notify CEO of outcome if necessary, and respond to DCF, client, legislators, etc.
• Create, update and maintain Tracker completion summaries; and
• Maintain Tracker spreadsheet on a monthly basis for distribution to Directors of Children's Network of Southwest Florida and the Case Management Organizations

• This position has no supervisory responsibilities.

• Valid driver's license required, with proof of insurance
• Driver's license check is a requirement
• No special certification or registration is required for this position
• Criminal background screening (fingerprinting) (Local Law Enforcement and FBI/FDLE)
• Drug Screening is a requirement
• Children's Network participates in E-Verify

1. A commitment to empowering others to solve their own problems
2. Valuing a nurturing family as the ideal environment for a person
3. A conviction about the capacity of people to grow and change
4. The ability to establish a respectful relationship with persons served to help them gain skills and confidence
5. The ability to work collaboratively with other personnel and/or service providers or professionals
6. The capacity to maintain a helping role and to intervene appropriately to meet service goals
7. The ability to set appropriate limits.
8. Safety and permanency of children.

• A.A. Degree plus a minimum of two (2) years' previous administrative or secretarial office experience;

• High School Diploma / (G.E.D.), plus five (5) years of comparable experience.

• Must pass a Level II Background Check. For more information please click this link:
• Remember: If you are currently an employee of Children's Network of Southwest Florida, LLC, or one of our Case Management Organizations, it is necessary that you notify your current Supervisor, prior to applying.