Program Assistant

Saint Francis Ministries; Colby (KS); On-site; USD 38,000 - 48,000; Full time

Job summary

Saint Francis Ministries is seeking a Program Assistant for Foster Care Homes to provide excellent customer service and handle clerical duties in the program. The role supports data management, file maintenance, and compliance across family and youth records.

The position requires a High School diploma or equivalent, valid driver's license, and ability to pass required screenings. This on-site role involves meetings, record-keeping, and coordination with Facilities and Risk Management teams.

Qualifications

• Experience in clerical tasks and data collection is preferred.
• Must possess a valid driver’s license and reliable transportation.
• Must pass background checks and clearances as required.

Responsibilities

• Provides quality customer service when greeting individuals by phone or in person.
• Performs mail distribution, packing, and information handling tasks.
• Gathers, reviews, and maintains files to ensure compliance.
• Updates family data in the SFM data management system.
• Maintains children/youth information in the data system.
• Oversees credit card purchases and reconciles statements for approval.
• Participates in safety oversight and meetings with Facilities Management.
• Maintains office cleanliness and seeks project approvals when needed.
• Takes notes during team meetings as required.
• Provides relief to other offices during vacancies or leaves.
• Compiles training data for reports and distributes it to team members.
• Completes billing invoices for adoptive home assessments to submit for payment.
• Manages foster parent contact lists and confidentiality of data.
• Implements policies, SOPs, and adheres to applicable rules and regulations.
• Reports unusual incidents through Risk Management channels.
• Protects clients’ rights and follows safety procedures.

Skills

Customer service

Clerical duties

Data collection

Driving license

Education

High School diploma or equivalent

Job description

Job Description

The Program Assistant for Foster Care Homes provides good customer service to internal and external partners and handles clerical needs within the program.

• Provides quality customer service when greeting individuals either by phone or in person.
• Provides technical assistance with distributing and sorting mail, assembling packets, and sending and receiving of information.
• Gathers, reviews, and maintains information for files and assures compliance standards are met.
• Ensures family data is updated in SFM data management system.
• Assists with keeping children/youth and family information up to date in the data management system.
• Oversee credit card purchases and reconciles statements for approval.
• Assists with safety of the environment oversight and participates in regular meetings with Facilities Management.
• Assists in maintaining cleanliness for the physical office environment and seeks approval for projects when necessary.
• Participates and may be asked to take notes during team meetings.
• May provide relief to other offices when there are vacancies or individuals out on leave.
• Compiles training data for reports, distributes to appropriate team members.
• Completes billing invoices related to adoptive home assessments to submit to DCF for payment.
• Manages foster parent contact lists.
• Assures confidentiality of all data and information regarding children/youth and families.
• Implements Saint Francis Ministries policies and follows directives as required. Follows and adheres to all pertinent Saint Francis Ministries Standard Operating Procedures (SOP’s), rules, personnel policies, and procedures; related accreditation and licensure standards; and federal, state, and local rules, statutes, regulations, and contractual terms.
• Reports unusual incidents through appropriate Risk Management, clinical and safety channels.
• Ensures clients’ rights are protected.
• Is knowledgeable of and follows all safety procedures.

Requirements

• High School diploma or equivalent
• Prefer experience with clerical duties and data collection.
• Must be 21 years of age.
• Must pass a drug screen, MVR, KBI, Child Abuse and Neglect Central Registry Clearance check and an Adult Registry Check
• FBI Fingerprint check
• Lifting requirement of 50 lbs.
• Must have valid driver’s license, acceptable driving record and reliable transportation

We're an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.

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