Administrative Assistant

Administrative Assistant and SPARC Access and Visitation Advocate    

Employer: Children First, Inc.   
Position: Administrative Assistant and SPARC Access and Visitation Advocate  
Status: FTE 40 hrs a week  
Salary: $35-40,000 / yr depending on experience 
 

Organization Overview  
Children First, Inc. engages families in our community and the courts to promote safe, stable and nurturing living environments for children. Children First, Inc.  is the umbrella organization for three programs Athens-Oconee Court Appointed Special Advocates (CASA), SafeCare and Supportive Parenting and Access Visitation Center (SPARC).  All three programs work with children, families, the court system, the Division of Family and Children Services in Region 5, predominately Athens-Clarke and Oconee Counties and Child support services.  More information can be found at www.childrenfirst-inc.org  
 
The Administrative Assistant would be responsible for the administrative tasks of the organization, serving as an executive assistant by managing assigned tasks, as directed. Focusing on organizational logistics, facilities management, communicating with constituents, financial and donor management and screening volunteers, website management, assist with intern onboarding and delegation and developing aspects of human resources. This role within the organization keeps the programs moving and functioning well, by connection the dots to help others performance. Please submit your application, resume and cover letter on our website.   
 
Responsibilities:  
Primary:
Financial Management (25% of time)   

• Open and Distribute mail   
• Accounts Receivable 
• Accounts Payable  

• Create bank deposits   
• Facilitate Check signing 
• Record and Track Donations   
• Handle Financial Discrepancies   
• Financial Filing    

• Manage some grant data collection and reporting  

Communications with Constituents (15% of time)

• Communicate with providers, community, board and volunteers   
• Schedule meetings for Executive Director   
• Set agendas for Executive Director and board meetings   

• Handle all information inquiries via phone, email, or in person and resolve or forward to appropriate staff  
• Maintain volunteer and donor database  
• Ensure timely and accurate donation acknowledgements are sent to donors  
• Quarterly E-Newsletter created and distributed  
• Assist ED and CASA Program Director with screening volunteers  

• Fingerprint process, internet search  

Facilities Management (10% of time average)   

• Communicate with vendors regarding facilities maintenance and upkeep 
• Purchasing Online and in-person for the office 
• Act as Licensed Notary for organization 

• Diaper / donation distribution and Pick-up  
• Get quotes for and set-up appointments services 
• Van Maintenance  
• Get staff and volunteer’s technology and email accounts set-up  
• Ensure Daily Facilities Mgmt – trash & recycling, shredder picked up as needed, replace toilet paper / paper towels/soap, sweep porch, etc   

• Minor house repairs and installation (ex: hanging shelves, fixing door handles, etc) 
• Help with mail and annual report distribution and manage interns/volunteers around these projects  

Website and Social Media Platforms Management (5% of time)   

• Manage and Maintain Website, including updates and interaction 
• Make sure there are active posts for CF social media 

• Supervise and provide direction and guidance to the Social Media Interns 

Assistance to Executive Director Intern Management (10% of time)   

• Manage intern and Federal Work Study procurement and dissemination within the organization 

• Making sure that applications and information are uploaded into eleo and that information is accessible to ED and PDs  

• Maintain and distribute Federal Work Study timesheets  

• Help Orient new staff and interns to the organization  
• Help facilitate monthly intern check-ins 
• Supervise Administrative Interns and FWS  

Secondary 
HR – (5% of time)  

• Help create resources for staff training, morale, hosting events, getting speakers in, social hours  

• Doing surveys and forms to staff, Send out self-evaluations and reminders 
• Onboard materials and Orientation to new staff and interns people   
• Plan wellness events  
• Plan and host staff meetings  
• Track staff leave requests   

• Celebrate Staff anniversaries and birthdays  
• Help plan annual staff retreat  

Participate in agency fundraisers (10 % of time)  

• Help facilitate grant applicants 
• Help increase funding resources for the organization through grant and foundation applications, as well as help build network of individual and corporate donors  

• Increase utilization of donor database  
• Plan agendas, create to-do lists, manage delegated tasks, and promote events 

 SPARC Access and Visitation Advocate  
Organization Overview The SPARC program is contracted by the Division of Child Support Services to provide Access and Visitation services to non-custodial parents that have an active child support case. We assist with visitation coordination as well as legitimation educations and assistance to fathers that need to legitimate their relationship with their children. We serve Clarke, Oconee, Barrow, Banks, Jackson, Elbert, Madison, Franklin, Hart, Oglethorpe, Walton, and Newton counties. We serve offices located in Athens, Winder, Elberton, Monroe, and Covington. These counties are in four court jurisdictions. They are the Northern, Western, Piedmont, and Alcovy districts. . More information can be found at www.childrenfirst-inc.org.    
 
Position Overview The SPARC Access and Visitation Advocate (15% of your total time) is primarily responsible for responding to and following up on any and all referrals that come from Child Support Case Managers. The Access and Visitation Advocate is responsible for contacting non-custodial parents and custodial parents in order to achieve the goal of increased parenting time for the non-custodial parent. The advocate will maintain contact with both the non-custodial parent and custodial parent until the case closes.  
 
Responsibilities  
Primary: (Average 15% of yearly time)   

• Contact clients referred to the SPARC program 
• Perform intakes and provide legitimation education and assistance to clients 
• Contact custodial parents to assess the possibility of increased access and visitations 

• Assist in monthly billing and reporting 
• Communicates with Child Support offices and case managers in the service area 
• Assist with presentations in the community to promote SPARC program 
• Attend group educations at child support/Fatherhood/Parental Accountability Court events/offices 
• Attend Child Support establishment days at court 

• Participate and collaborate with SPARC staff to troubleshoot case concern and implement solution-based ideas.   
• Maintain organized, accurate and up-to-date electronic case records in compliance with Agency protocols, HIPAA laws, and ensure data integrity for reporting needs.  
• Establish and maintain effective, collegial working relationships with CASA and Children First staff, board and volunteers, as well as with representatives of the respective courts, Child Support Offices, and State A/V program coordinators 
• Attend and participate in weekly and monthly meetings with the SPARC and Children First staff.  

Secondary Duties May Include: (Average 5% of yearly time)    

• Assist in improving the program structure and efficiency  
• Assist in the training and oversight of interns 
• Participate in Community Meetings as a representative of the agency. (2% of time)   
• The SPARC Program Director or the Children First, Inc. Executive Director may assign other tasks from time to time; Candidate will need access to their own transportation around Clarke and Oconee counties on a weekly basis and then transportation through-out the 12-county service area.   

 
 
Preferred Qualifications  

• Associates/Bachelor's degree preferred or 1-3 years experience of business operations experience, accounts receivable and payable experience    
• Significant experience with independent production of work tasks  
• Comfortable with learning and using new software programs including database management systems.  
• Competence in  Quickbooks.  
• Flexibility in different working styles. Also with hours, including some evenings and weekends, with an ability to independently manage one's workload and schedule.  

• Have reliable personal transportation to the office and local businesses with active Driver’s License and Car insurance  
• Pass all Background checks required for employment  
• Demonstrated respect of all people regardless of socioeconomic background, culture, religion, sexual orientation, disability or gender and experience working with culturally diverse populations.  
• Ability to maintain confidentiality and exercise diplomacy and discretion in communication with others.  
• Spanish-English bilingual candidates encouraged to apply.  

• Commitment and passion for the mission of Children First, Inc.   

• Professionalism: Follows through on commitments. Approaches others in a tactful manner. Reacts well under pressure. Treats others with respect and consideration regardless of their status or position. Accepts responsibility for own actions.  
• Teamwork: Creates and maintains a team environment. Gives and welcomes feedback. Contributes to building a positive team spirit. Puts the success of the team above own individual interests. Able to build morale and group commitments to goals and objectives. Supports everyone's effort to succeed. Assumes the best of other people's actions.  
• Strong written communication skills, including editing skills; candidates should be prepared to provide a writing sample upon request.  Will need to write clearly and informatively. Can edit work for spelling and grammar. Can vary writing style to meet needs. Must be able to read and interpret written information. Must be able to provide constructive objective feedback.  Excellent oral communication skills, including the ability to welcome feedback, calmly evaluate and make mindful, strategic decisions in emotionally charged situations and in the absence of complete clarity. Speaks clearly and persuasively in positive or negative situations. Listens and gets clarification. Responds well to questions. Coaches' others through situations.  

• Delegation: Delegates and monitors work assignments of others. Matches the responsibility to the person. Gives authority to work independently. Can sets expectations and provides recognition for results.  
• Problem Solving: Identifies and resolves problems in a timely manner. Gathers and analyzes information skillfully. Develops alternative solutions.  
• Planning/Organizing: Strong organizational and time management skills. Ability to multi-task, set priorities, and meet deadlines. Prioritizes and plans work activities. Uses time effectively. Can sets goals and objectives. Assists others with organizing their tasks. Demonstrates independent timekeeping skills. Detail oriented 
• Interpersonal Skills: Self-motivated with ability to take initiative. Has desire to surpass expectations. Focuses on solving conflict, not blaming. Listens to others without interrupting. Keeps emotions under control. Remains open to constructive feedback and other's ideas.  
• Customer Service: Manages difficult or emotional situations. Responds promptly to clients, and volunteers needs. Solicits feedback to improve service. Facilitates communication.  

• Initiative: Volunteers readily. Undertakes self-development activities. Looks for and takes advantage of opportunities. Asks for and offers help when needed. Be willing to take on new tasks even if no prior experience in the task area.   
• Flexibility with hours, including some evenings and weekends.  
• Team Morale: having a positive attitude about your employment with the organization, attitude, satisfaction and overall outlook of employment within the organization.  This contributes to building a positive team spirit, help programs meet goals, supports others efforts to succeed, excitement and enthusiasm generated, motivation and builds morale).   
• Cooperation with Supervisor:  working together for the same goal, assistance with their requests and helpful  
• Leadership: providing guidance, coaching, facilitation, direction to volunteers, clients, interns and other staff members when it is an area of expertise and/or you are their direct supervisor  

• Commitment and passion for the mission of Children First, Inc. And it’s mission   
• Client and Stakeholder Engagement:  Builds and maintains relationships with your direct client (families, children, volunteers, staff, board members, interns, program, organization as a whole) and community stakeholders for your program and clients to foster a helpful and productive outcome.   
• Computer skills:  The ability to learn and perform the basic tasks on a computer  (Microsoft 365, Google Suite, host virtual meetings, sending and receiving emails, uploading data into our management systems) Canva and Quickbooks, social media platforms with the ability to learn and incorporate new technology and software 
• Ability to maintain confidentiality and exercise diplomacy and discretion in communication with others.  
• Demonstrated respect of all people regardless of socioeconomic background, race, culture, religion, sexual orientation, disability or gender and experience working with culturally diverse.   

• Must demonstrated follow-through on commitments, with accountability for own actions.  
• Possess an ability to independently manage one's workload and schedule while also remaining open to collaboration and teamwork.   

 Other Miscellaneous Requirements:  

• Ability to sit and type at computer for at least 4 hours per workday.  Participate in continuing education opportunities as appropriate. Ability to lift up to 40 pounds of office supplies. Occasionally carry out or assist with other duties not listed on this job description. Ability to work some nights and weekends throughout each month.  

Physical Requirements and Work Environment:  

• This position requires the manual dexterity sufficient to operate phones, computers, and other office equipment. The position requires the physical ability to kneel, bend, and perform light lifting. This person must have the ability to write and speak clearly using the English language to convey information and be able to hear at normal speaking levels both in person and over the telephone. Specific vision abilities required by this job include close vision, depth perception, and the ability to adjust focus. The working conditions are good with little or no exposure to extremes in health, safety hazards, and/or hazardous materials. Work is performed in an office setting.