PROGRAM ASSISTANT; CHILDREN’S SERVICE DIVISION

POSITION TITLE: PROGRAM ASSISTANT; CHILDREN’S SERVICE DIVISION

DEPARTMENT: FAMILY SERVICES

OBJECTIVE: Provide culturally responsive administrative, referral, outreach, and logistical support for the Children’s Services Division’s Indian Child Welfare Act (ICWA), family-stability, and foster-retention work. Under the supervision of the Children’s Services Division Manager, the Program Assistant supports consistent communication, accurate records, caregiver recruitment and licensing coordination, family-resource activities, and connections to Tribal and community services that help children remain safe, stable, and culturally connected.

QUALIFICATIONS: REGULATORY REQUIREMENTS – Candidates must meet Alaska Barrier Crimes eligibility requirements as a prerequisite to hiring and continued employment. A background check, including fingerprints, is required.

EDUCATION & EXPERIENCE – High school diploma or equivalent and two or more years of secretarial, office-management, program-support, human-services, or related experience. Preferred qualifications include experience with records, meeting minutes, data entry, community outreach, foster-care or family-service programs, and familiarity with the Bristol Bay region, its people, and cultures. Progressive work experience may substitute for education at BBNA’s discretion.

SKILLS & ABILITIES – Strong organization, customer service, written and verbal communication, confidentiality, and attention to detail. Ability to work respectfully with children, parents, relatives, foster caregivers, Tribal partners, service providers, and government agencies; manage multiple priorities with limited supervision; and learn ICWA, mandatory-reporting, foster-care licensing, and Children’s Services procedures.

TECHNICAL PROFICIENCY – Microsoft Word, Excel, Outlook, Teams, keyboarding, Keyboarding and data entry, and ability to learn and utilize Casebook and Family Services databases.

OTHER REQUIREMENTS – Alaska driver’s license and insurability under company policy. Ability to lift up to 50 pounds.

JOB RESULTS:

Provide administrative, reception, and program support for Children’s Services staff by

• Serving as a welcoming point of contact for Children’s Services, ICWA, family-stability, and foster-retention program support requests.
• Directing children, parents, relatives, foster caregivers, Tribal representatives, and service providers to appropriate staff and resources without independently providing case-management decisions.
• Maintaining secure, accurate paper and electronic records, provider files, contact lists, referral logs, forms, and program data in accordance with confidentiality and records-retention requirements.
• Entering data, preparing routine correspondence, copying and distributing documents, assembling meeting and court-support packets, and tracking deadlines at staff direction.
• Assisting with outreach to identify and recruit Native foster, relative, and resource families and maintaining current lists of prospective and emergency placement providers.
• Supporting prospective and approved caregivers with licensing paperwork, fingerprint scheduling, home-inspection coordination, required training registration, document collection, and file maintenance.
• Ordering, inventorying, and distributing approved foster-home safety and support supplies, including fire extinguishers, first-aid kits, carbon-monoxide detectors, smoke detectors, and other licensing-related items.
• Assisting staff with relative-search documentation and outreach by organizing contact information, correspondence, responses, and follow-up records.
• Helping families and caregivers complete applications and gather documents for housing, public assistance, Medicaid, food, childcare, General Assistance, and other Tribal or community-based supports.
• Organizing culturally grounded family and caregiver activities, recruitment events, trainings, and community outreach, including meeting space, travel, lodging, vendors, supplies, agendas, packets, attendance, and cleanup.
• Scheduling and supporting ICWA compliance calls, staff meetings, foster-parent meetings, community gatherings, and partner meetings; recording and distributing minutes when assigned.
• Maintaining program calendars and tracking training, travel, purchasing, supply, reporting, and follow-up needs.
• Following mandatory-reporting protocols and immediately referring safety concerns or suspected abuse or neglect to a supervisor or appropriate authority.
• Performing other related duties as assigned by the Children’s Services Division Manager.

Keep Management Informed by

• Keeping an updated work plan and calendar for program activities, caregiver licensing steps, trainings, meetings, travel, and reporting deadlines.
• Monitoring files and data for missing information and promptly notifying appropriate staff of follow-up needs.
• Compiling accurate monthly activity and data information for review by the Children’s Services Division Manager.
• Providing meeting minutes, status updates, and requested administrative reports within established deadlines.

Meet requirements for travel in and out of region by

• Scheduling well planned trips if necessary to provide services, participate in training, and workshops.

Monitors and improves program and service quality by

• Watching for problems in data or record keeping systems, communications, efficiency of equipment, and making helpful suggestions for changes.

 

Protect program integrity and client privacy by

• Agreeing and adhering to BBNA’s policy on confidentiality, keeping confidential information gained through employment secure, during and after this employment.

 

Contributes to overall team effort by

• Welcoming new and different work requirements; exploring new opportunities to add value to the organization; helping other accomplish related job results as and where needed.

 

REPORTS TO: Children’s Services Division Manager

 

DUTY STATION: Dillingham

STARTING WAGE 6: $17/hr (33,150/yr)

STARTING WAGE 7: $18.01/HR (33,119.50/YR)

GRADE RANGE: 6 – 7

EMPLOYMENT TYPE: FULL-TIME

FLSA STATUS: NON-EXEMPT