Program Administrative Specialist

Ampersand Families

Roseville (MN)

Hybrid

USD 51,000 - 64,000

Full time

10 days ago

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Job summary

Ampersand Families in Roseville, MN is seeking a Program Administrative Specialist to provide comprehensive administrative support across the Family, Youth, Kin Link, and Community Engagement departments. This full-time role reports to the Family Supervisor and offers a competitive benefits package.

You will manage paperwork, referrals, redactions, reports, and communications; maintain databases; assist with events and resource guides; and help keep the agency calendars, websites, and surveys up

Qualifications

High School Diploma and/or GED preferred.
Administrative experience preferred.
Ability to be self-directed as well as to work as part of a team.
Excellent written and oral communication skills.
Strong organizational skills, ability to prioritize multiple projects and deadlines, attentive to detail, and consistent in meeting goals and deadlines.
Personal and professional commitment to Ampersand Families’ mission, vision, and goals and to advancing the Agency’s commitment to anti-racist and anti-oppressive practices.
Competency with a variety of technology and computer programs (Outlook, Teams, Word, Excel, PowerPoint).
Valid driver’s license, insurance coverage, and clean driving record. BCA and social services fingerprint background check required.

Responsibilities

Performs administrative support for the organization and its varying departments, with the bulk of that support being for the Family Department.
Paperwork support, client database updates, record requests, running background studies, billing, preparing reports, paperwork quality assurance, and other tasks as needed.
Manage incoming family referrals
Redact documents
Order food for family retreats and roundtables
Update youth profiles on website
Assist with Life Books and sending ROI’s for usage consent
CSSA billing including signature requests and submitting to the Department of Children, Youth and Families
Redact documents
Bulk mailing support
Send Consent and Participation Agreements and Releases of Information to workers
Create sibling records in case management system
Participate in monthly CARE team work group
Purchase and package mailings for CARE support to placed families
Support Family Connections with resource finding and maintaining the agency’s Community Resource Guide
Support Community Engagement Specialist with administrative tasks
Record and share all-staff meeting minutes.
Oversee monthly staff bulletins and meeting agendas.
Update and format agency documents as needed.
Backup admin support for client database (SAM)
Create and manage external and internal surveys for all program areas
Manage electronic signature requests for the agency
Collate Quarterly Reports sent out to the Department of Human Services.
Manage agency email account, main phone line, and incoming/outgoing mail.
Manage agency calendars, including on-call phone calendar.
Update Ampersand Families’ website including adding events and posting staff blogs and bios.
Monitor and order office and kitchen supplies.
Order food for meetings and events.
Organize and oversee agency storage/supply rooms and family CARE closet.
Manage office kitchen cleaning schedule and connection crew assignments
Manage incoming and outgoing faxes.
Order name plates and business cards for staff.
General office upkeep including office vacuuming and small repairs.
Participate in Ampersand Families’ community engagement events, caregiver roundtables, retreats, and/or staff committees
Other duties as assigned, within the purview of this role.

Skills

Administrative experience

Strong organizational skills

Excellent communication

Self-motivated

Education

High School Diploma or GED

Tools

Outlook

Teams

Word

Excel

PowerPoint

Job description

Position:Program Administrative Specialist

Job Type: Regular, Full Time

Reports to:Family Supervisor

Positions Supervised:None

Who we are:

Ampersand Families walks alongside youth, families, and communities who have been impacted by the child welfare system with a commitment to build and restore meaningful relationships while centering and upholding a youth’s whole identity.

Ampersand Families strives to strategically address systemic inequity and barriers within the child welfare system, specifically for older youth, youth of color, sibling groups, and relatives and kin. We are seeking professionals who understand the profound impact that child welfare intervention has on the lives of children, youth and families.

Why you’ll love working here:

Ampersand Families is committed to doing our part to create a more equitable child welfare system.

We provide equal employment opportunity for all persons regardless of race, color, religion, nationality, ethnic background, age, sex, sexual orientation, gender identity, gender expression, disability, marital status, socio-economic status, status regarding public assistance, political affiliation, veteran status, other non-visible differences, and other protected attributes.

Ampersand Families is proud to be an employer of choice with an organizational culture of excellence that embraces continual growth and learning, as well as collegial support and connection. We employ professionals who champion our core values of equity, belonging, dignity, hope, integrity, and leadership.

Pay & Benefits

Salary Range: $51,000 - $64,000

Please note that the salary range listed is not specifically for starting salary, but is the full range for this position.

We are committed to equitable hiring practices which includes offering the highest starting salary based on our agency’s compensation philosophy, and we do not engage in salary negotiations at hiring.

Ampersand Families has a competitive benefit package including Health, Dental, Vision, Life, and Long- term Disability Insurance, Simple IRA Plan, 20 Days of PTO (accrued per year; increases with each year of employment), 10 floating holidays plus Juneteenth and every other Election Day as office holidays, and Paid Family and Medical Leave through the state. Social work licensure supervision is available on site.

Before accepting an offer, candidates are given an opportunity to meet with current staff to get a further sense of the organizational culture and to ask any questions they may have.

What you’ll be doing:

Performs administrative support for the organization and its varying departments, with the bulk of that support being for the Family Department.

Administrative Support for the Family Department

Paperwork support, client database updates, record requests, running background studies, billing, preparing reports, paperwork quality assurance, and other tasks as needed.

Manage incoming family referrals

Redact documents

Order food for family retreats and roundtables

Administrative Support for the Youth Department

Update youth profiles on website

Assist with Life Books and sending ROI’s for usage consent

CSSA billing including signature requests and submitting to the Department of Children, Youth and Families

Redact documents

Administrative Support for the Kin Link Department

Bulk mailing support

Send Consent and Participation Agreements and Releases of Information to workers

Create sibling records in case management system

Participate in monthly CARE team work group

Purchase and package mailings for CARE support to placed families

Support Family Connections with resource finding and maintaining the agency’s Community Resource Guide

Administrative Support for Community Engagement

Support Community Engagement Specialist with administrative tasks

General office administrative duties

Record and share all-staff meeting minutes.

Oversee monthly staff bulletins and meeting agendas.

Update and format agency documents as needed.

Backup admin support for client database (SAM)

Create and manage external and internal surveys for all program areas

Manage electronic signature requests for the agency

Collate Quarterly Reports sent out to the Department of Human Services.

Manage agency email account, main phone line, and incoming/outgoing mail.

Manage agency calendars, including on-call phone calendar.

Update Ampersand Families’ website including adding events and posting staff blogs and bios.

Monitor and order office and kitchen supplies.

Order food for meetings and events.

Organize and oversee agency storage/supply rooms and family CARE closet.

Manage office kitchen cleaning schedule and connection crew assignments

Manage incoming and outgoing faxes.

Order name plates and business cards for staff.

General office upkeep including office vacuuming and small repairs.

Participate in Ampersand Families’ community engagement events, caregiver roundtables, retreats, and/or staff committees

Other duties as assigned, within the purview of this role.

What we’re looking for:

High School Diploma and/or GED preferred.

Administrative experience preferred.

Ability to be self-directed as well as to work as part of a team.

Excellent written and oral communication skills.

Strong organizational skills, ability to prioritize multiple projects and deadlines, attentive to detail, and consistent in meeting goals and deadlines.

Personal and professional commitment to Ampersand Families’ mission, vision, and goals and to advancing the Agency’s commitment to anti-racist and anti-oppressive practices.