Administrative Assistant- Resource & Case Transfer

Children; Tampa (FL); On-site; USD 36,000 - 48,000; Full time

Job summary

The Children’s Network of Hillsborough is seeking an Administrative Assistant to provide high-level support to the department and director. You will manage schedules, coordinate meetings, prepare agendas, and maintain confidential records.

This in-office role requires strong organizational and communication skills, experience with office software, and the ability to work with diverse teams to ensure timely reporting, documentation, and project support.

Qualifications

• High school diploma or GED required; A.A. degree preferred.
• Minimum of three years of administrative/secretarial experience.
• Ability to handle confidential information with discretion.

Responsibilities

• Schedules department meetings, prepares agendas, and records minutes.
• Generation of staffing schedule.
• Attend various staffings and meetings and take notes for Director of Programs.

Skills

Leadership

Communication

Project management

Analytical thinking

Data-driven decisions

Education

High school diploma or GED

A.A. degree preferred

Tools

Office software

Job description

MISSION STATEMENTThe Children’s Network of Hillsborough is committed to working with the community to protect children and preserve families.GENERAL PURPOSE OF JOBThe Administrative Assistant will provide high-level administrative support to the department and the director. This role includes handling a wide range of administrative tasks, managing schedules, coordinating meetings, and facilitating communication within the department.QUALIFICATIONSTo perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.ESSENTIAL DUTIES AND RESPONSIBILITIESSchedules department meetings, prepares agendas, and records minutesGeneration of staffing scheduleAttend various staffings and meetings to ensure appropriate notes are completed and submitted to the Director of ProgramsOversees submission of requested documentation to various departments within the agencyServe as a point of contact for internal and external stakeholders.Communicate effectively with team members, providing information and support as needed.Assist in the preparation of regular reports and summaries.Support the planning and execution of departmental projects and events.Assist in research and data collection for various projects.Completion of monthly reports and maintaining trackersGeneral administrative duties to include filing, scanning, copying, redacting and mailing as requiredPrepares routine correspondence as needed.Maintain confidentiality of sensitive information.Maintain regular in-office attendance to perform essential job functions, collaborate effectively with team members, participate in meetings, and provide timely support to agency operations and service delivery.Perform other duties as assigned to support departmental and agency goals, as needed and appropriate to the position.WORKING HOURSChildren’s Network of Hillsborough’s standard business hours are 8:00 a.m. to 5:00 p.m., Monday through Friday. This position is an in-office based position that averages 40 hours per week. Work hours may vary outside of these standard hours, including evenings and weekends, as needed to meet operational demands. All hours worked will be compensated in accordance with the Fair Labor Standards Act (FLSA) and agency policies, including applicable overtime and other compensation requirements.TRAVELTravel within and outside of Hillsborough County is required.TRAININGAll employees are required to complete fifteen (15) hours of training annually, which may be completed online or in a classroom setting. Employees who hold a credential or license relevant to their position must ensure that all training and continuing education requirements are met to maintain their credential or licensure.SUPERVISORY RESPONSIBILITIESThis position does not have supervisory responsibilitiesEDUCATION AND EXPERIENCEHigh school diploma or general education degree (GED) required, A.A. degree preferred; a minimum of three (3) years of previous administrative/secretarial experience and/or training, or equivalent combination of education and experience.SKILLS AND ABILITIESExceptional leadership and communication skills, fostering collaboration across all organizational levels. Possess a strong aptitude for analytical thinking and data-driven decision-making, they excel at solving complex problems and implementing effective solutions. Proficient in project management, they adeptly handle multifaceted initiatives, ensuring deadlines are met and budgets are maintained. Highly adaptable to fast-paced and dynamic environments, they prioritize tasks efficiently while leveraging operational software and tools to enhance productivity. Strategic planning expertise and a commitment to fostering teamwork enable them to drive organizational success.PRE-EMPLOYMENT REQUIREMENTSCERTIFICATES, LICENSE, REGISTRATIONS, BACKGROUNDS, DRUG SCREENS, ETC.Valid driver’s license required, with proof of insuranceDriver’s license check is a requirementCriminal background screening (fingerprinting) (Local Law Enforcement and FBI/FDLE)Drug Screening is a requirementChildren’s Network participates in E-VerifyOTHER REQUIREMENTSLANGUAGE SKILLSAbility to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, board of directors, clients, customers, and the public. Ability to speak effectively before groups of customers or employees. Must be competent with basic e-mail protocol and procedures including sending, receiving, replying, attachments, and meeting scheduling; excellent written and oral communication skills; effective listening skills; ability to work as a team member, and the ability to work in a multi-cultural environment.MATHEMATICAL SKILLSAbility to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, percentages, ability to draw and interpret bar graphs.REASONING ABILITYAbility to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to be proactive, as well as handle problems involving several concrete variables in standardized situations.PHYSICAL DEMANDSThe physical demands of this position are generally moderate. The role may require extended periods of sitting, standing, and using a computer. Occasional lifting of office supplies, files, or materials up to 25 pounds may be required. Reasonable accommodation can be made to enable individuals with disabilities to perform the essential job functions.WORK ENVIRONMENTThis is an in-office-based position focused on administrative work, where the noise level may be moderate. The role may involve occasional travel among agency locations, extended periods of computer work, and frequent interactions across multiple departments. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential job functions.ADA: Children’s Network of Hillsborough, LLC will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990.EEO: Children’s Network of Hillsborough, LLC does not discriminate based on race, national origin, gender, religion, veteran status, or disability in employment, in provision of services, or in access to programs.Children’s Network of Hillsborough, LLC is a Drug-Free Workplace.