Administrative Assistant - Children & Youth

COUNTY OF NORTHUMBERLAND; Ottawa; On-site; CAD 42,000 - 56,000; Full time

Job summary

County of Northumberland seeks an administrative professional to support children's placement program operations. The role maintains databases, prepares budget materials, processes mail, and coordinates with families and providers to ensure accurate records and timely payments.

Responsibilities include developing reports, reconciling records, and drafting contracts with service providers while upholding confidentiality and compliance.

Qualifications

• METs include graduation from a four year college or university or equivalent experience.
• Ability to travel between office locations and client sites.
• Strong data management and reporting skills.
• Excellent written and verbal communication.

Responsibilities

• Maintains multiple databases to assist in children’s placement files.
• Prepares and publishes news releases for yearly budget meetings and other.
• Receives mail correspondence and processes riders as necessary.
• Sends monthly correspondence to families receiving subsidies for redetermination.
• Works with agencies to keep accurate records for the child’s files.
• Assists in preparing budget estimates and fiscal and statistical reports.
• Maintains payroll-related records and processes payments.
• Creates and maintains contracts with providers to ensure service capacity for court ordered services.
• Performs related administrative duties as required.

Skills

Strong communication

Data management

Budget reporting

Interagency coordination

Travel flexibility

Education

Four-year degree or higher

Job description

Description

***Please note - applying to this posting does not consider you for an interview. You MUST apply to the open posting at www.employment.pa.gov and meet the required experience and training requirements to be considered.***

ELIGIBILITY – ALL CANDIDATE(S):

1. Must meet the minimum experience and training (METs) required for the job. The METs for this position are:

Such training as may have been gained through graduation from a four year college or university; OR Any equivalent combination of experience and training

Job Duties

• Maintains multiple databases to assist in children’s placement files.
• Preparation and publication of news releases for yearly budget meetings and other
• Receives mail correspondence and processes riders as necessary.
• Sends monthly correspondence to families receiving subsidies for redetermination. As well as correspondence when their subsidy is to be finalized.
• Works with other agencies to keep accurate records for the child’s files.
• Assists in the preparation of budget estimates and other fiscal and statistical reports. Compiles and maintains records and data for quarterly and yearly reports.
• Maintains records of contracted resource families and prepares the payroll spreadsheet monthly. Also assists in recording and mailing the checks from this payroll.
• Compiles and maintains records and data for quarterly and yearly reports.
• Creates and maintains contracts with providers for the agency to ensure service capacity for court ordered services. Obtains budget packets and rate sheets and assists in processing payment for invoices for the contracted services provided.
• Performs related work as required and other administrative duties as directed.

Requirements

Physical Job Requirements:

• Mobility/Ability: to travel between office locations, client homes, hospitals, and community sites. This may involve walking, standing, climbing stairs and/or driving.
• Sitting/Standing: Prolonged periods of sitting at a desk or computer, as well as standing or walking when conducting field visits.
• Lifting/Carrying: May require lifting or carrying files, office supplies, small equipment, a child, or an adult (typically up to 25-150+ pounds)
• Reaching/Bending: Regularly required to reach, bend, crouch, or kneel to assist clients or handle paperwork
• Fine Motor Skills: Frequent use of hands for typing, writing, and handling documents.

Mental and Emotional Demands:

• High Stress Tolerance: Ability to manage crisis situations, interact with individuals in distress, and handle potentially volatile situations.
• Communication: Frequent verbal and written communication with clients, families, healthcare providers and legal entities.
• Decision-Making & Problem-Solving: Requires critical thinking to assess client needs, develop care plans, and navigate complex social services.

Work Environment Considerations:

• Client Homes and Community Settings: May encounter unsanitary conditions, pets, smoke, or environmental hazards.
• Potential Safety Risks: Interactions with individuals experiencing severe mental illness, substance use disorders, or behavioral crisis.
• Flexible Schedule: May require evening, weekend, or on-call work depending on agency requirements.