Center Administrative Assistant

Tasks include completing, processing Purchase Orders (PO), Expense Reimbursement Requests, reconciling expenditure and maintaining and reconciling petty cash. Responsible for collecting and organizing the component area monthly reports, Child Enrollment Form (CEF’s) Program Activity Forms (PAF’s) and submitting to the Center Manager for review and submission. Maintains resource manuals, ensuring that the information is current. Daily offsite mail pick-up and delivery.

3. Supplies Ordering

Responsible for maintaining office, health and classroom supplies, including inventory management and placing orders.

4. Meeting/Training Coordination

Tasks include maintaining meeting/training schedules, organizing events, including reserving and setting up space. Responsible for reminding participants of meeting schedules and promoting strong attendance. Also responsible for accurate meeting minutes.

5.

Recordkeeping

Tasks include processing, verifying and maintaining accurate and legally compliant documentation relating to personnel, In-kind, USDA, safety and financial information. Duties also include maintaining accurate meeting minutes and various filing systems.

6. Community/Parent Meetings

Participate in community and/or parent meetings as assigned. Responsible for taking notes and/or keeping formal minutes as needed.

7. Confidential Information

Maintain confidential information, which includes, but is not limited to personnel records, health records, and participant personal and income information

8. In-Kind Contributions

Responsible for contributing to any procedure or activity that fosters the contribution of in-kind funds, through the request of goods, services, cash donations, and/or through encouraging professional, community members and parents to volunteer time to the program.

9. Show interest in furthering professional growth by attending staff meetings, workshops, trainings, and seminars.

10. Maintain confidentiality of program and client related information at all times.

11. Perform all other duties as assigned.

Minimum Qualifications

Incumbents are required to demonstrate knowledge and abilities in these areas

• Must acquire an ECE State Certificate or 47 ECE related credits within five (5) years of the time of hire;
• Proficiency with personal computer, including Microsoft Office;
• Accurate data management, documentation, and recordkeeping skills.
• Excellent communication and interpersonal skills,
• Experience in policy and procedure process;
• Ability to learn new tasks quickly and efficiently;
• Ability to handle multiple tasks simultaneously and meet deadlines;
• Knowledge of office administration procedures;
• Ability to maintain a good working relationship with all co-workers and the general public and to use good judgment in recognizing the scope of authority;
• Ability to learn new tasks quickly and efficiently;
• Ability to read, write and interpret documentation;
• Strong customer service focus and
• Ability to work with culturally diverse employee population;

These skills and abilities are typically acquired through a combination of experience and training, which would include an associate’s degree in office administration or a closely related field together with two

(2) years' work-related experience in an administrative assistant, data clerk or secretary role; or a combination of education, training and experience which will provide the competence and skills to perform the work of the position. English/Spanish bi-lingual fluency would be a distinct advantage.

Preferred Qualifications

• Previous Head Start experience;
• English/Spanish bi-lingual fluency.

Position Requirements

Incumbents are required to have the following

• Must be at least 18 years of age;
• Ability to travel to perform job duties and responsibilities;
• Must pass initial and periodic background check;
• Must pass initial and periodic employee health clearance; (present it within forty-five (45) days of employment);
• Current Food Handler card; (obtain the training within thirty (30) days of employment);
• Current First Aid / CPR cards; (obtain the training within thirty (30) days of employment);
• Subject to initial and periodic TB screen;
• Human Immunodeficiency Virus (HIV / AIDS) training, (obtain the training within thirty (30) days of employment);
• Blood Borne Pathogen training; (obtain the training within thirty (30) days of employment and annual);
• MMR immunization record or proof of immunity;
• Subject to drug and/or alcohol testing per IDC Drug and Alcohol policy;
• Obtain required initial STARS/MERIT training within six (6) months of employment of position;
• Obtain Fifteen (15) hours continuing in-service training annually (*10 must be STARS hours);
• Must complete any/all required training related to the position;
• Must sign a Confidentiality Agreement.

Benefits: Information

A summary of benefits associated with this position can be found at https://inspirecenters.org/careers/ [https://inspirecenters.org/careers/]. Temporary employees are not eligible for benefits.