Administrative Support - Parent Infant Education Program (PIE)

Location
Alexandria, VA
Salary
$39,157.82 - $52,452.92 Annually
Posted
Jan 21, 2023
Closes
Feb 05, 2023
Ref
2023-00271
Hours
Full Time
Administrative Support

Parent Infant Education Program (PIE)

The City of Alexandria is located in northern Virginia and is bordered by the District of Columbia (Potomac River), Arlington and Fairfax counties. With a population of approximately 150,000 and a land area of 15.75 square miles, Alexandria is the seventh largest city in the Commonwealth of Virginia. Alexandria has a charming waterfront and is a unique and historic place to live and work. If you are interested in working for the vibrant City of Alexandria, we invite qualified candidates to apply for our Administrative Support IV position.

An Overview

The Administrative Support IV position in Early Childhood Services (ECS) provides administrative and office management support for the division chief, program managers, and supervisors and completes a variety of administrative, clerical, fiscal, and data management functions that affect the efficacy of work processes carried out by early childhood program staff and contracted providers. The position is responsible for supporting, following, and developing procedural duties in alignment with federal, state and local policies, procedures and guidelines. This position is front facing with the public, clients, and external stakeholders. Personal work contacts typically involve the general public which requires patience and tact. Sound judgment is required in applying prescribed procedures to routine office functions. This position involves performing expert level administrative support and office management duties for Early Childhood Services. The employee performs a variety of increasing complex and responsible administrative, clerical and data management functions. The work is performed under the supervision of a social work manager in accordance with established guidelines. Completed work is reviewed for quality and quantity. Work includes receiving assignments from multiple supervisors and the division chief and meeting multiple deadlines. Work also includes daily contact with the general public that requires considerable knowledge of programs, as well as patience and tact. This position manages the Alexandria Infant & Toddler Connection/Parent Infant Education (PIE) Program main number and daily responsibilities include assessing the nature of each call, responding to general inquiries, and referring other inquiries to appropriate staff.

What You Should Bring

The ideal candidate should have the following:

Communication - Ability to effectively communicate with a variety of stakeholders in a jargon free and culturally sensitive manner both orally and in written formats; Ability to comprehensively orient newly referred families and conduct interviews and effectively consult with families. Ability to prepare and maintain records and reports both written and electronically as required.

Computer Skills/Electronic Health Records - A strong working knowledge of computers, Microsoft Office, and electronic health records.
Customer Service - Ability to utilize multiple mediums to respond to customer service inquiries including addressing complaints and taking service requests for non-emergency services. Ability to capably research City resources in order to provide responses to inquiries or concerns.
Accountability and Excellence - Commitment to professional growth and development through ongoing participation in training, professional organizations and literature review and research.

Flexibility/Adaptability - Ability to build and maintain parent-professional partnerships with families; Respects the cultural diversity of all families; Demonstrate respect for diverse family structures, dynamics, learning styles, coping styles, daily activities, routines, and environments; Ability to build on families’ strengths to enhance their confidence and competence as they move through the early intervention process; Understanding of practices that support and empower families, including the ability to advocate for and secure supports and services for themselves, throughout the early intervention process.

Judgment and Problem Solving - Ability to use effective problem-solving, decision-making and conflict resolution strategies.

Family Engagement & Rapport Building - Knowledge of relevant child and family engagement and rapport building strategies . Training will be provided in areas specific to Child Care Assistance, ID/DD and Medicaid Waiver programs and Early Intervention.

Fiscal & Reimbursement - Knowledge of the format, content, and use of various fiscal and reimbursement documents such as invoices, explanation of benefits, reimbursement statuses.

Racial Equity - Demonstrate deep commitment to racial equity, and familiarity with racial equity principles. Experience engaging in difficult conversations with individuals and groups around race, equity, diversity, and inclusion.

The Opportunity

Customer Service & Referral Processing
  • Provides first level support via telephone, e-mail or in person to clients and community partners requesting access to Early Intervention (EI) services;
  • Receives visitors and telephone calls, determines nature of call or business of visitors, and identifies appropriate action, refers important or high-ranking visitors to supervisor, takes messages, makes appointments, answers questions, resolves complaints, and explains procedures for obtaining EI services in accordance with established policy and procedure;
  • Receives referrals, schedules appointments for staff, and emails appointment confirmation packet to families;
  • Responds to daily inquiries from the general public and provides basic consultation in person, over the telephone and via e-mail on eligibility criteria and Parent Infant Education (PIE) services;
  • Schedules interpretation services for non-English speaking early intervention families;
  • Collects and maintains program referral data;
  • Assists with interpretation for non-English speaking families;
  • Provides resources and referrals to internal and external customers on Early Intervention, ID/DD, and Child Care, and Child Find services;
  • Uses racial-equity practices when providing all early intervention services.

Administrative Support
  • Maintains working relationships on behalf of the supervisor by responding effectively to vendor and community partner requests;
  • Maintains complete, organized, accurate and up-to-date database of information for contract vendors;
  • Orders supplies, inventories office supplies, prepares orders, distributes received orders;
  • Maintains and operates word processors, standard office machines, copiers, and other equipment when performing administrative assignments;
  • Maintains the supervisor’s calendar and schedules appointment and meetings;
  • Makes interpretations and recommendations for improving operations, planning, organization, and administration;
  • Distributes satisfaction surveys to early intervention families;
  • Maintains files and archiving system;
  • Designs and uses spreadsheets and databases to interpret and organize program information;
  • Provides occasional oversight and support to temporary administrative staff.

Communications and Documentation
  • Receives incoming mail and controls routing of items among the supervisor and program staff;
  • Reads incoming correspondence, routes work items to appropriate staff members, takes proper action, and prepares correspondence answers;
  • Prepares letters and emails relaying PIE Program policies, instructions and information on routine matters, or special action on specific matters;
  • Mails and distributes letters on an as needed basis;
  • Maintains master documents, templates, and staff directories;
  • Enters client data into both the local database (Credible) and state early intervention database system (TRAC-IT);
  • Takes meeting minutes and prepares and distributes meeting summary.

Fiscal Responsibilities
  • Performs duties requiring entry level professional knowledge of basic accounting principles;
  • Provides extensive support to the program manager in reviewing vendor invoices;
  • Reviews reimbursement claims status and provides feedback to program manager;
  • Prepares monthly financial report on supply orders;
  • Completes insurance verification process for families with private and Medicaid insurance plans;
  • Completes financial liability services for all active EI families;
  • Tracks and monitors program financial and procedural trends;
  • Performs related work as required.

Resource Liaison
  • Builds the capacity of families to find and participate in community services and resources and serves as liaison between the program and the family;
  • Identify, coordinate, and utilize community resources when making referrals and linkages for services outside of EI;
  • Maintains a resource directory and identifies needed community resources;
  • Conducts community outreach and awareness activities as needed.

About the Department

The Center for Children and Families (CCF) provides programs and services for Behavioral Health, Domestic Violence & Sexual Assault, Child Welfare & Child Protective Services, Early Childhood and Youth Development. CCF provides compassionate, collaborative and effective person and family-centered services based on best practices. Our teams support self-determination, safety, recovery and resiliency for Alexandria children and all residents affected by abuse, neglect, mental illness, intellectual disabilities and substance abuse disorders.

Minimum & Additional Requirements

High School Diploma or GED; At least two years of responsible clerical experience, including some experience in office management activities that involved provision of basic secretarial services such as typing, stenography, filing, reception or preparing reports and correspondence at a level equivalent to Administrative Support III; and completion of high-school level courses in general studies, including English; or any equivalent combination of experience and training which provides the required knowledge, skills and ability.

Preferred Qualifications

Bilingual English/Spanish or English/Amharic. Two-Year College Degree; At least two years of experience and/or knowledge of office management practices and procedures, including good knowledge of word processing; Ability to take and/or transcribe diction; Ability to verbally communicate courteously and effectively with many different members of the general public; Ability to follow complex oral and written directions; Ability to maintain complex clerical records and prepare reports from such records; Ability to make decisions in accordance with laws, ordinances, regulations and established procedures; Ability to plan and coordinate moderately complex work projects requiring assistance of others.

Notes

This position requires the successful completion of pre-employment background checks including but not limited to: Criminal Records Check; VA State Child Abuse/Neglect Registry; Medicare/Medicaid Fraud Database; Verification of education/certifications; Drug screening; and Driver's license.

Schedule: Monday through Friday, 8:00AM - 5:00PM.

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