Training Administrative Assistant

Foster and Adoptive Family Services Princeton, NJ


POSITION SUMMARY (Short Summary of the essential purpose o the job)

The Training Administrative Assistant must possess strong organizational skills, must have computer and data entry skills, have strong attention to detail, have the ability to multi-task, be flexible, and be able to prioritize work.

The individual holding this position is required to distribute training materials and information to the resource parents, scanning documents and assume responsibility for telephone coverage.

The above listed job duties is a brief description for this position and the Training Administrative Assistant may be required to perform other tasks that are deemed necessary by the Director of Education and Training.


  • Ability to Identify complex problems and review related information to develop and evaluate options and implement solutions
  • The ability to communicate effectively by listening, understanding, and responding to others in a professional manner.
  • Must have reliable transportation.

ESSENTIAL DUTIES AND RESPONSIBILITIES (Duties that occupy a major portion of time and importance in the job)

  • Prints Home Correspondence Course (HCC) booklets as needed and maintains an inventory based upon popularity of training
  • Using the list provided compiles and mails HCCs to designated parents.
  • When necessary orders HCC booklets not printed in-house
  • Opens and sorts HCCs by title and distributes review questions to the Trainers for grading and to the Administrative/scheduler for data entry.
  • Submits training to the department of copyright and patent registration
  • Maintains the file for all training copyrights
  • Mails postcards to Resource Parents who are delinquent in completing HCCs and Online Training Scans all completed resource parent training registration forms onto the server
  • Mails 60 day license renewal post cards to Resource Parents
  • Mails training transcripts to resource parents and the Office of Licensing upon request.

· Additional responsibilities:

  • Covers the telephones when assigned
  • Mails thank you letters to volunteer Community Based Training (CBT) speakers
  • Distributes agency postcards to Office of Licensing Staff upon request
  • Be familiar with the Training Department database

ADA SPECIFICATIONS (Physical demands that must be met in order to successfully complete the essential functions of the job)

This position is primarily sedentary and is located in the Foster and Adoptive Family Services office; there may be a minimal amount of lifting. While performing the duties of this job, the employee is regularly required to talk or hear, in person, on the telephone and over the computer. The individual must sit and work at the computer for the most part of the day. The employee is occasionally required to stand, walk, sit, and reach above shoulders.

The above statements are intended to describe the general nature and level of work being performed by the individual(s) assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required. Management reserves the right to modify, add, or remove duties and to assign other duties as necessary. In addition, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

FAFS is an equal employment opportunity employer and employs individuals based upon job qualifications regardless of race, color, creed, religion, sex, ancestry, genetic testing, sexual orientation or affectation, age, veteran or military status, national origin, disability, atypical heredity cellular or blood trait or any other protected classification as established by applicable laws.

QUALIFICATIONS, KNOWLEDGE SKILL REQUIRED (Minimum education and experience needed to perform the job adequately)

· High school diploma and a minimum of 1 year work experience

· Highly organized and detailed-oriented

· Excellent verbal and written communication skills.

· Be able to primarily work independently with minimal supervision

· Has a proven ability to work with and meet tight deadlines

· Has the ability to manage multiple projects simultaneously

· Knowledgeable in Microsoft Office (including access database and word)

· Knowledgeable in operating standard office equipment such as copier, fax, scanner and postage machines.