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Administrative Assistant-Foster Care & Adoption

Family & Children Services
Kalamazoo, MI
  • Expired: November 25, 2022. Applications are no longer accepted.

Administrative Assistant-Foster Care & Adoption

Full-Time; Friendly Office Setting

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Be a Source of Hope

Family & Children Services has been a source of hope for our community's most vulnerable citizens since 1903. This hope is embodied in our mission "to support, strengthen, and preserve the safety, well-being, and dignity of children, individuals, and families" and is delivered every day by our dedicated, experienced, and compassionate staff members.

We're looking for people who want to join us and be a source of hope. That hope could be you.


Provide overall office management through the coordination of data required for Agency and State purposes. This is accomplished through the organization and tracking of administrative and clinical information and completion of reports for State and local funding sources. In addition, this position prepares billing for foster care, adoption, and licensing services.


Coordinate the maintenance of database and transaction processes for child welfare programs in multiple counties. Completes and authorizes payments for foster care, adoption, and licensing.

Provide administrative support to child welfare programs including maintaining program forms and supplies, creating, and maintaining files in compliance with agency, COA and DHHS standards, filing, faxing, and copying as needed.

Provide information for billing purposes to the Finance Department.

Enters required demographic and program data into the appropriate data system.

Maintain multiple database systems and tracks statistics. Distributes monthly, quarterly, and annual reports to appropriate staff to maintain compliance.

Complete, organize and provide unit with legal documents and reports as needed by local Departments of Health and Human Services and Family Courts.

Coordinates clinical record reviews and develops reports.

Maintain supplies to promote efficiency in the work environment. Use LEAN processes to help with efficiencies. Meeting or exceeding deadlines to ensure program success.

This position will be knowledgeable about and actively support 1) culturally competent, recovery-based practices; 2) person-centered planning as a shared decision-making process with the individual, who defines his/her own life goals and is assisted in developing a unique path toward those goals; and 3) a trauma informed culture to aid individuals in their recovery process.

Perform other job-related duties as assigned.

A commitment to value diversity in all forms, and to respect and promote diversity in our workplace and in the community, including a personal commitment to increase one's own cultural competencies.

Ability to understand, demonstrate and apply the Agency's workplace values:

  • Respect
  • Integrity
  • Service
  • Empowerment



To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


  • High School diploma or GED with at least 2 years relevant training/experience in an office setting
  • Bachelor degree in a Human Services field preferred
  • 4 or more years of experience working in an office setting preferred
  • Must have high level of proficiency in data entry and Microsoft Office (Outlook, Word, Excel)
  • Billing experience preferred
  • Excellent organizational skills and attention to detail, problem-solving and analytical skills
  • Ability to work independently and prioritize multiple tasks
  • Effective communication skills and the ability to work well with diverse groups


Ability to read and interpret documents such as procedure manuals. Ability to write routine reports and correspondence. Ability to effectively present information in one-on-one situations to staff, service recipients, and foster and adoptive parents required.


Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

CERTIFICATES, LICENSES, REGISTRATIONS: Valid unrestricted Michigan Driver's License, auto insurance and ability to drive for agency business in accordance to agency policy and requirements. Mileage for driving for agency business is reimbursed per mile.


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

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to stand and walk. Specific vision abilities required by this job include close vision.


The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet.

SCHEDULE: Days Monday-Friday, Full Time/40 hours per week.

LOCATION: Kalamazoo and Battle Creek

COMPENSATION: $15.25 to $17.00, commensurate with experience and qualifications; Health, Dental and Vision Insurance; 401(k) retirement plan with agency match, Generous Paid Time Off (approx 20 days per year), 9 paid holidays + 1 floating holiday, Short Term Disability Insurance, Long Term Disability Insurance, free Employee Assistance Program and other benefits.

Non-Exempt (Hourly)

LOCATION: this position is based in Kalamazoo with occasional work in Battle Creek. Driving between Kalamazoo and Battle Creek occasionally will be required for this position. Mileage for driving for agency business is reimbursed.

Family & Children Services


Kalamazoo, MI
49001 USA