Administrative Assistant (Home Finding)

Children's Aid; New York (NY); Hybrid; USD 30,000 - 34,000; Full time

Job summary

Children’s Aid in New York manages the Home Finding Department, certifying and supporting foster homes across several programs to ensure high-quality care and service for children and families. The Home Finding Coordinator provides administrative assistance, tracks compliance, and maintains records for smooth operations and collaboration with foster parents.

The role emphasizes accuracy, coordination across units, and strong communication with caregivers.

Qualifications

• Associates degree required; Bachelor's preferred.
• Bilingual Spanish/English preferred.
• Experience with agency data systems recommended.
• Strong communication and organizational skills.

Responsibilities

• Assist Home Finding Team with certification, reauthorization and maintenance of all foster homes across programs.
• Oversee tracking, follow-up and compliance related to foster parent medicals.
• Track data on foster home compliance, including training hours and related items.
• Use reports to create due-date lists for recertifications, Youth Voices and fingerprints.
• Process clearances for SCR and SEL.
• Provide documents for OSIs and the Adoption/KinGAP unit.
• Oversee data entry into spreadsheets and management of documents.
• Prepare document packets and collect records for foster parents.
• File documents in records and prepare records for closing; conduct mailings.
• Develop collaborative relationships with foster parents; perform other duties as assigned.

Skills

Bilingual Spanish/English

Verbal & written communication

Organizational skills

Microsoft Excel

Education

Associates Degree

Bachelor's Degree preferred

Tools

Connections/Evolv

Excel

Outlook Calendar

Job description

Salary

$21.98- $24.73

Position Summary

The Home Finding Department is responsible for the recruitment, training and certification of all foster homes within Children’s Aid. With approximately 500 homes either in the process of certification or certified, Home Finding is the initial contact for prospective foster parents with the agency’s foster care division within Children’s Aid. The Home Finding Department seeks to ensure a highly quality of care for children in the agency’s care as well as highly quality of customer service for our foster parents. Children’s Aid has four foster care programs within the agency including Family Foster Care, Therapeutic Foster Care, Medical Foster Care and Medical Foster Care for Developmental Disabilities. The Home Finding Coordinator will provide the Home Finding Unit of foster care administrative assistance and support.

Children’s Aid Mission

To help children in poverty to succeed and thrive. We do this by providing comprehensive support to children and their families in targeted high-needs New York City neighborhoods. Children’s Aid annually serves children and their families at over 40 sites in New York, as well as through three national program models. Children’s Aid is concentrating its efforts on creating cradle-through-college pathways in high-need neighborhoods, with a focus on children’s health, family stability, education, and social and emotional development.

Culture and Values

• We put children, youth, and families first: We listen to and incorporate the voices of children, youth and families in all that we do.
• We seek equity and transformation in our communities: We courageously work within and outside systems to create opportunities for children, youth and families.
• We strive for excellence: We hold ourselves to the highest standards and are committed to continuous learning and improvement.
• We are powered by collaboration: Our work is stronger when we trust, partner, and respect each other and the communities we serve.
• We are driven by compassion: We lead with kindness, care, and empathy and believe in the endless potential of the people we serve and our team.

Essential Duties And Responsibilities

• Work with the Home Finding Team to ensure the certification, reauthorization and maintaining of all homes across all foster care programs with Children’s Aid including Family Foster Care, Therapeutic Family Foster Care, Medical Foster Care and Medical Foster Care with Developmental Disabilities.
• Oversee tracking, follow-up and compliance related to foster parent medicals.
• Assist in the tracking of data related to foster home compliance including but not limited to training hours and ancillary items needed for foster homes such as radiators and window guards.
• Utilizing reports provided, create lists of due dates for recertifications, Youth Voices and fingerprints as well as SEL and SCR.
• Process clearances for SCR and SEL.
• Provide documents as requested particularly for OSIs and to the Adoption/KinGAP unit.
• Oversee and ensure data entry into spreadsheets.
• Management of data/documents within Binti/Evolv/Connections.
• Prepare document packets and track document collection for foster parents.
• Filing of documents in foster parent records and preparation of records for closing.
• Conduct mailings to foster parents.
• Develop collaborative and supportive relationships with foster parents.
• Other duties as assigned.

Minimum Qualifications

• Minimum Associates Degree required, Bachelor’s Degree preferred
• Bilingual (Spanish/English) preferred.
• Experience with Connections/Evolv preferred.
• Computer literacy with some experience with Microsoft Excel and Outlook Calendar a plus.
• Excellent verbal, writing and organizational skills.
• Flexibility and ability to work under pressure and meet deadlines.
• Office skills for managing phone and filing needs of the unit.

Equal Employment Opportunity Statement

It is the policy of Children's Aid to provide equal employment opportunity to all employees and applicants for employment and is dedicated to maintaining a work environment that is free from harassment and discrimination. Children's Aid will not tolerate discrimination, harassment, or retaliation on any basis, including race, creed, color, national origin, ethnicity, alienage or citizenship status, gender/sex (including pregnancy), disability, religion, source of income, sexual orientation, gender identity or expression, age, familial status, caregiver status, military status, marital or partnership status, status as a victim of domestic violence, sexual violence or stalking, predisposing genetic characteristics, arrest or conviction record, credit history, unemployment status or any other characteristic protected by federal, state or local law. Children’s Aid is committed to complying with applicable state and local laws governing non-discrimination in employment. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Children’s Aid will conduct a prompt and thorough investigation of all allegations of discrimination, harassment, retaliation, or any violation of the Equal Employment Opportunity Policy in a confidential manner and will take appropriate corrective action, if and where warranted. Children’s Aid prohibits retaliation against employees who provide information about, complain about, or assist in the investigation of any complaint of discrimination or violation of the Equal Employment Opportunity Policy.

Work Schedule and Location

The incumbent is expected to work a schedule, whether in-person or hybrid, as determined by the department's needs to facilitate effective collaboration with the team. This flexibility is essential for maintaining seamless communication, fostering teamwork, and ensuring the smooth operation of the department's processes. The position's requirements are subject to periodic review and adjustment based on organizational needs and changes in work dynamics.