Administrative Assistant

Administrative Assistant

Requisition #: req15863

Location: Kalamazoo, MI

Hours: Full-time (40 hrs/week)

Salary Range: $18 - $20/hourly

At Bethany Christian Services, we believe families provide the strongest foundation for care and connection. That's why we focus on strengthening and empowering families, always advocating for family-centered solutions to keep children safe.  Our work began in 1944 with the care of a single child. Today, inspired by our faith, our aim is to demonstrate the love and compassion of Jesus in our services for children, youth, and families.  Working at Bethany means joining a team of nearly 2,000 dedicated professionals with diverse skills, serving communities across the country. Together, we’re united in our mission and these shared values: we’re motivated by our faith, we support one another, we champion justice, we pursue excellence, and we’re in it for the long haul.

The Administrative Assistant is primarily responsible for providing technical reporting and database administrative support to program staff to ensure streamlined data and reporting management. This individual will also be responsible for maintaining comprehensive knowledge of the program client database.

This position is expected to function effectively with moderate supervision while following the guidelines given on procedures, along with agency, federal, and state regulatory requirements.

ESSENTIAL JOB RESPONSIBILITIES

• Gather, compile, and report program data regarding foster youth in care to submit quarterly reporting to leadership in collaboration with Regional Quality Assurance Program Manager;
• Track reports submitted to the Office of Refugee Resettlement (ORR) and support case managers with managing those submissions, as needed;
• Generate the youth Medical Passport documents in accordance with state policy;
• Maintain information in the state’s provider databases for all entities providing services to program youth and receive payment from the state;
• Accurately enter upcoming court hearing information into the state’s foster care database;
• Promptly provide Case Managers the required form(s) for youth not living independently;
• Complete and submit youth funding requests to MDHHS for approval;
• Complete, submit, and maintain youth medical and dental funding requests to ORR and MDHHS for expenses incurred outside of insurance coverage;
• Work collaboratively with the team to ensure funding request processing is completed in a timely manner;
• Complete accurate data entry updates related to changes in the client’s demographic information, such as residential address;
• Promptly forward new communications or emails to Case Managers upon reviewing new policy updates from Bethany, MDHHS, Medicaid, ORR, and other agencies in collaboration with the Regional QA Program Manager, as needed;
• Effectively track youth independent living contracts and support case managers with completion of contracts, as needed;
• Track and report on completed staff training hours in compliance with agency, federal and state requirements;
• Stay abreast of all agency, federal, and state regulatory requirements related to social services;
• Complete other duties as assigned. 

QUALIFICATIONS:

• High School Diploma or equivalent;  
• At least one (1) year of experience in child welfare or refugee foster care, a plus;
• Excellent verbal and written communication skills;
• Must be reliable with time sensitive deadlines and tasks;
• Must possess strong data management and organizational skills;
• Must demonstrate and possess a strong attention to detail;
• Demonstrated ability to work collaboratively with a team;
• Work well under pressure and adaptable to change;
• Computer skills sufficient to perform essential functions including knowledge of Microsoft Office suite;
• Must be 21 years old with a valid driver’s license with at least 3 years driving experience in the U.S. to operate a vehicle on behalf of Bethany. Must also pass a Motor Vehicle Records (MVR) check and maintain a reliable vehicle with proof of adequate insurance coverage;
• Pass a criminal history screen, including state and local child protection agency registries;
• Subscription to and integration of the agency Statement of Faith, Mission Statement, and Commitment to Unity.