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Administrative Support – Foster Care Program

Enviros
Calgary, AB

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Détails du poste

Il y a 9 jours

Compétences

Tenue de dossiers
Surveillance des dates de péremption
Logiciels de gestion de données
Tenue des dossiers
Tableurs
Expérience en soutien administratif
Logiciels de saisie de données
Expérience administrative
Surveillance de la conformité
Gestion de bases de données
Saisie de données
SharePoint
Archivage de documents
Technologies de l'information
Gestion des documents
Compétences en communication

Description complète du poste

ENVIROS – Who We Are:

Enviros is an innovative social services agency that provides critical, individualized programs to children, youth, adults and families in vulnerable situations to meet their desired outcomes and wellness.

Enviros helps our clients make strength-based changes to move to independence within a healthy community.

Enviros focuses programs on the unique needs of individual clients practicing experiential learning to provide opportunities for personal discovery and growth.

Enviros focus is on building relationships and is the foundation of the work we do. This enables clients to develop skills, healthy trust, and independence.

Since our founding in 1976, Enviros has been an early adopter of new evidence-based best practices and has developed and informed other leading practices.

Why People Choose Enviros

Simply stated, our vision is: “The Power of Human Relationships Invites Belonging and Inspires Growth”.

The Program – Foster Care

The Enviros Foster Care program provides the best possible care to children at a time of upheaval in their lives by matching a foster home to the needs of the child. When children are unable to remain in their own homes or with family members, Enviros offers Foster Care for children under the age of 18.

While there is no typical length of stay, Foster Care is not designed to be a permanent placement for children, and ideally, they are returned to parents, or placed with guardians, family members or another more permanent home environment

The Position – Administrative Support

For Consideration Applicants Will Need to Demonstrate the Following

An ability to be highly organized, energetic and flexible

Above average attention to detail

Nimble, adaptable and knowledgeable across IT functions
Strong understanding of non-profit/social sector

Strong interpersonal skills

Strong verbal and written communication skills

Ability to work independently, and function well as a team contributor

3+ years’ experience in Administrative/IT role

Working knowledge of SharePoint and Sharevision (preferred)

Prior to hiring – to complete

A current criminal record check including vulnerable sector (completed within the last 6 months)

A current Alberta Intervention Record check (completed within the last 12 months)

Key Duties & Responsibilities

File Management, Compliance & Documentation

Maintain, organize, and audit electronic client files to ensure compliance with Provincial Accreditation Standards, funder requirements, and organizational policies.
Receive, review, register, and process client documentation, ensuring records are complete, accurate, and properly filed.
Manage electronic filing systems and support ongoing file audits and quality assurance activities.
Monitor and ensure documents requiring signatures are complete, ensuring timely follow-up.
Input and maintain client information in ShareVision and other program databases.
Ensure the integrity and security of records.

Database & Information Management

Maintain, update, and monitor databases, spreadsheets, and tracking systems.
Ensure accurate and timely data entry of client, program, financial, and foster parent information.
Prepare and maintain administrative records, reports, and tracking documents to support program operations and reporting requirements.
Support data management initiatives and special projects as assigned.

Foster Parent & Stakeholder Communication

Act as the primary administrative contact for foster parents regarding expense submissions, reimbursements, providing support to Program Supervisor, Licensing, Training and Recruitment Specialist, Clinician and Program Manager where required.
Communicate regularly with foster parents, Family Support Practitioners, case teams, and internal staff to obtain missing information, resolve concerns, and ensure timely processing of documentation.
Provide guidance and training to foster families on required expense reporting processes, document submission procedures, and related electronic file requirements.
Prepare and distribute announcements, reminders, newsletters, and other communications to foster parents.

Financial Administration & Expense Processing

Receive, review, and process foster parent expense claims, ensuring submissions are complete, accurate, and supported by appropriate documentation and approvals.
Collect, organize, and maintain receipts, invoices, reimbursement records, and financial documentation.
Submit and track pre-authorization requests and expense approvals.
Monitor reimbursement timelines, funding allocations, approval status, funding limits, and expiry dates.
Follow up on outstanding invoices, payments, and approvals to ensure reimbursement deadlines are met.
Liaise with Children’s Services case teams regarding expense pre-approvals and funding requirements.
Coordinate with internal departments and leadership to resolve payment delays, discrepancies, and reimbursement issues.
Establish and maintain financial files for client admissions, transfers, and discharges.

Program & Team Administrative Support

Provide administrative support to the Foster Care Team
File and photocopy program documentation as needed.
Track attendance for foster parent support meetings, training sessions, and other program events.
Attend team meetings, take meeting notes as required, and remain informed of program, organizational, and funder requirements.
Perform general office duties and contribute to the efficient day-to-day operation of the Foster Care program.
Complete special projects and other administrative tasks as assigned.

Summary

The Foster Care Administrative Assistant plays a critical role in supporting program operations through meticulous records management, compliance monitoring, financial administration, stakeholder communication, and administrative coordination. The position ensures accurate documentation, timely reimbursement processing, effective communication with foster families and case teams, and adherence to all provincial, organizational, and funding requirements.

Starting Salary: $48,880/annually

How to Apply: (please apply directly through link, copy and paste URL if needed)

https://enviros.sagehcm.com/jobs/332/1/#167/apply

Enviros believes in the power of diversity and we are dedicated to creating a diverse, equitable and inclusive environment. We ensure equal opportunity for all applicants and encourage people of all visible minorities, including Indigenous applicants, and those of any religion, sex, age, ability, sexual orientation, gender identity or expression to apply.

Additionally, Enviros is committed to having a workforce of skilled and diversified representation of the population we serve. We encourage all qualified applicants to apply, however in our commitment to the population we serve, preference will be given to candidates self-identifying as an Indigenous Person.

Pre‑Employment Background Check Requirements:

As a condition of employment, all staff working for Enviros are required to complete:

Intervention Record Check (IRC)
Criminal Record Check including a Vulnerable Sector Check (VSC)

Both checks must be completed prior to the employee’s start date. Please note that this process can take up to six (6) weeks to complete.

Enviros will accept IRCs and Criminal Record Checks with VSC that are no more than six (6) months old at the time of hire.

Applicants may choose to apply for these checks in advance of being selected for an interview or employment by clicking the links below and following the required process to avoid potential delays in commencement if you are the successful candidate. Please be aware that initiating these checks does not guarantee advancement in the recruitment process.

Apply here:

Intervention Record Check (IRC)

https://irc-client-prod.azurewebsites.net/irc
Criminal Record Check including Vulnerable Sector Check (VSC)

https://www.policesolutions.ca/checks/services/calgary/

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