Administrative Assistant

Administrative Assistant \- Part Time/25 Hours per Week – Non\-exempt

Summary/Objective

The Administrative Assistant provides comprehensive administrative and financial support to two programs within the Child Advocacy Center. This position divides time between supporting the Child Protection Team through data entry, records request processing, supply ordering, and general administrative functions. The role is essential to maintaining efficient operations, accurate records, and responsive service delivery.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

· Retrieve abuse reports from the FSFN system on a daily basis for the assigned region and distribute reports for timely review in accordance with Department of Health (DOH) standards.

· Enter and maintain accurate, complete, and timely data on the Abuse Review screen in the CPTIS system for all reviewed abuse reports.

· Respond promptly to records requests in compliance with confidentiality and privacy standards for Escambia and Santa Rosa Counties.

· Perform data integrity and quality assurance checks, ensuring all required documentation is complete and properly uploaded.

· Provide general administrative support, including sending faxes, ordering office supplies, and performing routine clerical tasks.

· Prepare and distribute Exception Reports to the Department of Children and Families (DCF) in a timely manner.

· Process the Exam Documentation folder by entering assessments and filing records accurately in accordance with established procedures.

· Perform other duties as assigned to support departmental and organizational needs.

Competencies

• Technical Capacity
• Attention to Detail
• Confidentiality and Professionalism
• Time Management
• Organizational Skills
• Customer/Client Focus
• Flexibility

Supervisory Responsibility

n/a

Work Environment

This job operates in a professional medical and office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, scanners, fax machines, and electronic medical record systems. Telework flexibility offered in alignment with job responsibilities and productivity.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to sit for long periods, stand, walk; use hands to finger, handle or feel; and reach with hands and arms.

Position Type and Expected Hours of Work

This is a part\-time position (PT25\) hours per week. Business hours are Monday through Friday, 8:00 a.m. to 4:30 p.m. Duties required are conducive to hybrid work model with blend of remote and office work.

Travel

Travel throughout Circuit 1 to all four office locations may be expected (Pensacola, Milton, Niceville and DeFuniak Springs) may be required.

Required Qualifications

• High school diploma or equivalent required; associate’s degree or higher preferred.
• Experience in administrative support, data entry, records management, or a related role.
• Strong attention to detail with the ability to manage multiple data systems accurately.
• Proficiency in Microsoft Office Suite and database or case management systems.
• Ability to handle confidential and sensitive information in compliance with applicable laws and policies.

Preferred Qualifications

• Experience in finance or related field preferred.
• Bachelor’s Degree in administrative or related field. Experience may be substituted for degree.
• Working knowledge of QuickBooks preferred.

Work Authorization/Security Clearance

This position requires successful completion of a Level 2 background check and pre\-employment drug testing.

EEO Statement Gulf Coast Kid’s House provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law. Other Duties Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Job Type: Part\-time

Pay: $19\.23 \- $21\.63 per hour

Expected hours: 25 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person