Partnership for Strong Families is hiring: Administrative Assistant in Gainesvil

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The Administrative Assistant for Legal is responsible for performing diligent searches for absent or missing parents in dependency cases, pursuant to Florida statutes and DCF procedures. This includes document searches, affidavits preparation, and tracking searches for relatives. All information must be carefully documented and communicated with case management and Children’s Legal Services. The role may also involve high-level administrative support such as research, requesting registry searches, preparing reports, and handling information requests. The position reports to the Chief Legal Officer.

Essential Job Functions

• Receive, fulfill, and track search requests for parents and relatives from CPI, CLS, and case management staff.
• Provide notices of search initiation, status updates, and affidavits for court.
• Search on databases like Accurint, CCIS, and others.
• Use public and private record systems to retrieve current information.
• Request and obtain certification from Florida Department of Health for Putative Father Registry searches.
• Complete all search efforts in FSFN and maintain diligent search trackers.
• Prepare and send letters or faxes to agencies to locate missing parents.
• Communicate with parties who may have knowledge of missing parents and document these interactions.
• Notify CLS when missing parents are located for service attempts.
• Perform functions within strict timeframes.
• Maintain tracking systems for search requests.
• Provide administrative support as directed.
• Manage conflicts and handle difficult situations appropriately.
• Assist with report preparation and daily tasks.
• Perform clerical tasks like typing and data entry.
• Use organizational tools to manage multiple demands.
• Prepare mentally and visually for various situations.
• Utilize data to improve practices and implement best practices.
• Photocopy and fax materials as needed.
• Build effective relationships with systems and resources.
• Understand and respect cultural and socioeconomic differences.
• Reflect on personal values and their impact on interactions.
• Contribute to department backup and special projects.
• Participate in quality improvement processes.
• Show sensitivity to the service population’s characteristics.
• Perform other duties as assigned.

The position may involve handling Protected Health Information according to legal and agency policies.

Education and Experience

Associate’s degree or equivalent preferred; two years of relevant experience or equivalent combination.

Special Qualifications

Valid Florida driver’s license required at hire and continued employment.

Knowledge, Skills, and Abilities

• Knowledge of filing systems and cultural/socioeconomic characteristics.
• Proficiency in Microsoft Office and office procedures.
• Effective communication skills.
• Strong analytical and problem-solving skills.
• Ability to work independently and manage multiple tasks.
• Ability to establish effective working relationships.

Additional Details

• Seniority level: Entry level
• Employment type: Full-time
• Job function: Administrative
• Industries: Non-profit Organizations

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