Administrative Assistant, Children�s Services

1. Provide routine administrative support to children's services staff. This includes, word processing, document formatting according to LIRS standards, photo copying, faxing, data entry, ordering supplies, keeping office supplies stocked ,preparing and tracking mailing, maintaining contact lists for the unit, answering routine phone and e-mail inquiries.
2. Maintain files, database and related electronic records, ensuring data entry of various data points into existing database in a timely and accurate manner and ensuring appropriate handling of confidential information.
3. Function as the primary billing administrator, tracking billing submissions, preparing invoices for processing by finance staff, and completing data entry around documenting payment.
4. Provide verbal and written technical assistance to affiliates that use the on-line invoicing system.
5. Work collaboratively with Director and Associate and Assistant Directors to assess and provide support.  Assist in compilation, formatting and mailing/distribution of proposals and reports. 
6. Make logistical arrangements such as scheduling meetings or webinars, inviting participants (internal or external) and confirming attendance, reserving rooms, ordering and arranging service of food/beverages, taking notes, typing minutes and reports, preparing correspondence and materials for mailing.
7. Collect monthly logs from affiliate partners conducting finger printing and maintaining information on their progress for quarterly reporting purposes.
8. Maintain the Child Immigration Listserv, which entails adding/deleting members, monitoring postings, and ensuring members adhere to prescribed guidelines and confidentiality agreements.
9. Engage in agency wide activities and initiatives including unit and all staff meetings, working groups, tasks forces and implementation of strategic initiatives.
10. Keep standard operating procedure manual for the administrative assistant updated.
11. Engage in ongoing professional development.
12. Other duties as assigned by supervisor.

1. Deep commitment to LIRS's core values and ability to model those values in relationships with colleagues and partners.
2. High school diploma or  GED; college preferred
3. Proficiency in Microsoft Office applications (Word, Access, Excel, Power Point, Outlook)
4. At least 3 years' experience with professional office organization and administrative responsibilities
5. At least 3 years' experience with billing, invoicing, and fiscal responsibilities
6. Proficiency in Microsoft Office Applications (Word, Access, Excel, PowerPoint, Outlook required)
7. Experience with data entry, preferred
8. Demonstrated ability to work independently and accurately with various tasks
9. Ability to maintain absolute confidentiality of sensitive information and office documents
10. Able to write clearly and diplomatically
11. Excellent clerical, administrative and organizational skills
12. Ability to effectively manage and prioritize multiple tasks to meet deadlines
13. Attention to detail and accuracy
14. Experience with and commitment to working in a very diverse workforce.
15. Appreciation and respect for Lutheran beliefs and values, church member motivations and sensitivities.
16. Ability to relate professionally and respectfully to supervisor, colleagues and external partners
17. Demonstrates ability to identify problems in office operations and solution-oriented.