Program Administrative Specialist — Family & Youth Services

Ampersand Families; Roseville (MN); Hybrid; USD 51,000 - 64,000; Full time

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

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