Administrative Assistant - Family Focused Services

Hours: Monday–Friday, 8:00 AM – 4:30 PM, 40 hours/week
Start Date: As soon as possible
Location: Erie, PA – 100% in-office with potential for 1-day hybrid option following training

Overview:

As an Administrative Assistant at the Barber National Institute, you will provide essential administrative and clerical support to the Family Focused Services program.

You will play a key role in managing financial records, processing documentation, and coordinating services for individuals and families receiving support through county-based funding.

This role requires excellent attention to detail, strong organizational skills, and the ability to communicate with a diverse population, including individuals and families with mental health needs.

This is a great opportunity for someone who thrives in a detail-oriented, team-based environment and enjoys meaningful work supporting individuals with disabilities and their families.

What You’ll Bring:

• A high level of accuracy and attention to detail in data entry and financial record-keeping.
• Patience, empathy, and professionalism when working with families, including those experiencing stress or emotional, and mental health challenges.
• Strong interpersonal skills and the ability to remain calm and composed in high-pressure or emotionally charged interactions.
• Comfort working with both digital and paper-based systems to support families with limited electronic access.
• Ability to work collaboratively with a team while also taking initiative with minimal supervision.

What You’ll Have:

• Must be at least 18 years of age.
• Proficiency with Microsoft Office (Excel, Word, Outlook).
• Strong organizational and communication skills.
• Prior administrative or clerical experience preferred.
• Familiarity with CareLogic database a plus.

A Typical Day May Include:

• Managing and entering client allocation data into the CareLogic systems.
• Processing vouchers and receipts, verifying vendor W-9s, and assisting with check runs for weekly Family Support Services payments.
• Collecting, scanning, and organizing receipts to ensure compliance with funding requirements.
• Entering new referrals, program data, and billing information into databases.
• Responding to calls and emails from families and support coordinators, and sending paper statements when needed.
• Preparing and mailing monthly newsletters and flyers for support groups like Sibsession and Time for Me.
• Updating program and support group information on the Barber National Institute website.
• Assisting with financial tasks such as balancing checking accounts for clients receiving payee services.
• Supporting team meetings by scheduling, preparing agendas, taking minutes, and following up on action items.
• Participating in mail distribution, database updates, and special projects across the service line.

Perks with a Purpose
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