Administrative Assistant, San Diego Field Office

Job Summary

Utilizing a collaborative, innovative, evidence-informed, trauma and healing approach to practice, we engage families and community partners in the urgent, relentless pursuit of legal and relational permanency and well-being for all children and families so that no youth ages out of foster care and all young people experience belonging and connection to family, community, and culture.

Essential Responsibilities

• Receives and prepares invoices for reimbursement while ensuring that approval processes and financial guidelines are met.
• Prepares employee expense reports, credit card reconciliations, and other financial documents in line with Casey’s policies and procedures.
• Maintains and implements Field Office Operating Manual protocols.
• Manages paper and electronic files in accordance with applicable guidelines, local regulatory requirements, Casey practice standards and Council on Accreditation (COA).
• Enters information into various electronic tracking systems, monitors due dates, and coordinates with direct service staff, as needed.
• Prepares recurring and ad hoc reports upon request.
• Archives client and administrative files in accordance with Casey records retention protocols.
• Serves as a first point of contact for a wide range of internal and external inquiries, including emergency and crisis calls from youth, young adults, alumni, and families.
• Coordinates and supports all aspects of internal and external events.
• Provides administrative support to direct service team; including preparation of merchant cards, service packages, and resource family binders, and processing of client service invoices.
• Participates in establishing organization-wide resources for training, discussion, and reference by all staff in support of our organizational values and work efforts.
• Supports the demonstration and spread and technical assistance work by assuming tasks appropriate to role and consistent with professional and lived experience.

Qualifications

• A high school diploma and at least 3 years of administrative support experience are required.
• A college degree and/or training in general business administration is a plus.
• Strong organizational skills and effective written and verbal communication skills required.
• A broad knowledge of computer software is required.
• Advanced skills in Microsoft Word and Microsoft Excel are desired.
• Strong interpersonal skills.
• Ability to work independently, while also taking direction.
• Demonstrated commitment to equity, respect for tribal sovereignty, and respect for cultural, racial, and gender difference is required.
• Personal qualities demonstrating adaptability, curiosity, collaboration and a capacity for self-reflection and commitment to lifelong learning a must.
• Ability to contribute effectively with and across teams and with external partners necessary.
• Ability to perform effectively in high pressure and stressful work environment.
• Ability to manage stress and self-care.

Physical Requirements

• The ability to lift and reach for light objects.
• The ability to type and work at a computer for extended periods of time as a primary job function.

Local Travel

• May be required.