Administrative Assistant-Front Desk Reception and Adoptions Support

Partnership for Strong Families, Inc.; Gainesville (FL); On-site; USD 35,000 - 48,000; Full time

Job summary

Partnership for Strong Families, Inc. is seeking an Administrative Assistant to join our team. The position reports to the Adoption Program Deputy Director and provides front desk support, administrative assistance, and records management.

The ideal candidate will have strong communication, conflict resolution, computer, and organizational skills, with a commitment to confidentiality and compliance with applicable policies and procedures.

Qualifications

• Two years of relevant administrative experience.
• High school diploma or equivalent.
• Experience with records management and confidentiality.

Responsibilities

• Provide front desk support and greet visitors.
• Manage incoming calls and mail processing.
• Perform clerical duties and data entry as needed.
• Upload and locate electronic case records in systems.
• Process photo badge requests and cross-train on related tasks.
• Retrieve and submit paper records for electronic integration.
• Review records for accuracy and correct filing errors.
• Redact confidential records in line with HIPAA and policy requirements.

Skills

Customer service

Communication

Conflict resolution

Data entry

Organizational skills

Confidentiality

Education

High school diploma or equivalent

Tools

Perceptive Content

PKids

CCWIS

Job description

Are you customer-focused, detail-oriented, and committed to providing exceptional customer service? Partnership for Strong Families is seeking an Administrative Assistant to join our team. Reporting to the Adoption Program Deputy Director, this position provides front desk support, administrative assistance, and records management. The ideal candidate will have strong communication, conflict resolution, computer, and organizational skills, with a commitment to confidentiality, accuracy, and compliance with applicable policies and procedures.

What You’ll Do:

• Provide exceptional customer service to internal and external customers, greet visitors, manage incoming calls, and notify staff of guest arrivals.
• Sort and distribute incoming mail, process outgoing mail and packages, and notify staff of deliveries.
• Resolve conflicts professionally and perform typing, data entry, and other clerical duties as needed.
• Utilize Perceptive Content, PKids, CCWIS, and other systems to upload, locate, review, and export electronic case records.
• Process photo badge requests promptly and will cross-train on adoption-related administrative tasks.
• Retrieve, request, and submit paper records for integration into electronic systems.
• Review records for accuracy, correct filing errors, and verify release authorizations.
• Redact confidential records in accordance with HIPAA and applicable statutory requirements, including preparing redaction privilege logs.

What you Bring:

• Education: High school diploma or equivalent.
• Experience: Two (2) years of relevant experience; or an equivalent combination of education and experience.
• Possession of a valid, State of Florida driver’s license to operate the motor vehicle operated. Requirement exists at the time of hire and as a condition of continued employment.

The Ideal Candidate has:

• Excellent customer service and communication.
• Strong conflict resolution and problem-solving.
• Proficiency in computer software and data.
• The ability to manage multiple tasks and meet deadlines.
• The ability to handle confidential information with discretion.
• A professional, courteous, and customer-focused approach.
• The ability to work independently and collaboratively as part of a team.

For more information about Partnership for Strong Families, please visit us at www.pfsf.org .

PSF is an EEO/ADA/VP/Drug Free employer.

We can help change the lives of many children and teens.

A hallmark of PSF’s system of care is our belief that child abuse is preventable. We have found that by providing resources and supports to families in need on the front end, many can avoid reaching the crises that lead to formal child welfare involvement functions.

Monetary donations throughout the year are a huge help to the children we serve. We accept donations by check, which can be mailed to our office or through the Philanthropy Hub link here.

Become part of a team that makes a lasting impact! No matter how much time you have to give, it is enough to make a big difference

We often have unique opportunities to partner with us through events that are organized to benefit Partnership for Strong Families