Administrative Assistant

Accountable To: Site Manager Direct Line of Communication To: Fiscal Manager, Health Manager, Enrollment Specialist, Family Services Manager, Site Managers Objective: To provide office organization and assistance in a variety of scenarios. Qualifications / Job Preferences: Associate degree in Business Administration, General Studies, or related field. Must successfully pass background check required by CCCC. Job Requirements: 1. Must have good written and oral communication skills, and be able to communicate / work with staff, clients, and the general public. 2. Must be able to understand and follow CCCC Policies and Procedures and regulatory requirements and performance standards. Assist in helping other staff with implementation of standards, including providing training. 3. Must be able to develop, implement, and follow organization and record keeping systems with accuracy, including oversight of staffing for the GHW center. 4. Must be able to input data and manage / monitor electronic databases (i.e. MERIT, Childplus), and oversee record files and organization. 5. Must be knowledge and capable of utilizing and learning new software and technology to complete job assignments. 6. Must be able to work at high level pace in both classroom, kitchen and office environment. Essential functions/ major responsibilities include, but are not limited to: Office / Human Resources / Communication · Fulfill Receptionist Duties at the GHW Center front desk; greeting public, answering phones, taking messages, transferring calls. · Complete weekly staffing schedule, including daily oversight, including finding substitutes and filling in as needed. · Assist in both electronic and hard copy record keeping of children, families, and staff as appropriate. · Assist in on-going communication with staff and parents and become point of communication for assigned topics. · Be able to create written information in professional and timely manner (i.e. memo, creating informational flyers) · Assist in organizing and filing fiscal records, complete mailing. · Provide training information, register new staff. · Assist with personnel files. · Assist in making revisions and creating new forms. · Assist with hotel, and travel arrangements. · Promote clear and constant communication between management and staff. Operations Assistance · Copy and distribute Memos on a monthly basis. · Assist with USDA Food Enrollment forms and information. · Administer Hearing and Eye screenings as needed. · Restock first aid kits and keep proper documentation. · Assist Education Manager with Kindergarten Transition Activities. · Distribute free books for Federal Share Program to children who have 8 hours working on goals. · Coordinate field trips to library and Story Time visits. · Coordinate transportation for field trips. · Ride Bus. · Sub in classrooms as needed (50% of the time) · Cook and Wash Dishes as needed. · Performs other duties as assigned by managers. Supplies / Procurement / Accounts Payable / Shopping / Facilities · Organize / receive approval for weekly shopping items. Conduct shopping and distribute weekly shopping list items for all sites. · Learn, understand and utilize our cost allocation plan for all expense entries. · Allocate and enter accounts payable invoices monthly into QuickBooks. · Keep current inventory of needed supplies, stock as necessary. · Be aware of SDS (safety data sheets), and specifics of products allowed. · Assist Management Team in agency supply orders, including ordering, receiving, and record keeping. · Assist in the organization of fiscal procurement records and purchasing procedures CCCC is an at will employer. All actions and decisions concerning hires will be made without regard to race, color, religion, culture, sex, natio…

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