Upbring Careers

Secretary - Foster Care/Adoption

Job ID
2018-2859
Location
US-TX-Austin
Type
Regular Full-Time
Shift/Hours
1st Shift
# of Openings Remaining
1

Overview

The primary duty of the Secretary/ Administrative Assistant is to provide receptionist and secretarial duties for the Foster in Texas (FIT) team, such as answering the telephone, filing, basic bookkeeping, and office management.   

Responsibilities

Essential Duties

  • Answer and direct all incoming calls to appropriate staff; take messages when needed
  • Professionally greet all visitors entering the office; notify staff of their visit and escort to appropriate waiting location
  • Respond to general inquiries about the program or refer to appropriate staff for more detailed information
  • Develop and maintain a tracking system and record keeping process for FIT inquiries
  • Gather information from prospective foster or adoptive parents and send inquiry packets upon request
  • Receive, sort, date-stamp, and distribute all incoming mail and documents
  • Complete the mailing process for all outgoing mail
  • Manage and order supplies and ensure appropriate inventory is available for normal and peek business needs
  • Maintain mailing lists for staff and provide mailing supplies
  • Manage the postage machine as it relates to operation and available funds
  • Serve as back-up for the office front desk area and perform assigned receptionist duties (Position based at Corporate office)
  • Maintain Foster Care employee files such as assisting employees with completion of forms, scanning into electronic record, auditing, distributing policies and other forms for signature
  • Other duties and special projects as assigned

Working Relationships

  • Develop and maintain positive working relationships with management, staff and visitors to ensure they are greeted, welcomed and serviced in a professional manner at all times
  • Work closely with the FIT team to ensure operations are effectively and efficiently supporting Agency objectives and program purpose
  • Work as part of the team and show professionalism at all times by modeling and demonstrating positive working relationships and attitude, while maintaining appropriate boundaries at all times

Qualifications

Minimum Qualifications

  • High School diploma or GED equivalent
  • 1 year secretarial, receptionist, or administrative experience
  • Highly proficient in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook)
  • Strong customer service skills with the ability to greet and welcome people with a professional and pleasant demeanor
  • Ability to work independently and as part of a team; take initiative and work with limited supervision
  • Strong interpersonal skills with the ability to work and interact with a diverse group of people
  • Excellent written and verbal communication skills
  • Strong organizational and time management skills with the ability to meet deadlines and manage multiple requests and job expectations

Preferred Qualifications

  • Associates degree or higher in Business Administration, Office Administration, or closely related field
  • 3 years’ secretarial, receptionist, or administrative experience
  • Bilingual (English and Spanish based on service area and service population)

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