Administrative Assistant, Early Education & Care Services

Description

Job purpose

The Administrative Assistant is responsible for assisting in the daily operations of the Early Education & Care Program.  The Administrative Assistant provides support to all staff working within the EED&C Program, to include the Teaching, Family Engagement, and Health Services staff. This position will initiate and coordinate the administrative functions required in effective implementation of the administrative policies of the program, including but not limited to: Administrative Support, Record Keeping and Reporting, Communication, General Staff Responsibilities.  This position reports directly to the Director of Early Education &  Care.   

Working relationships 

Community professionals

Agency Staff

County and State staff

Families

Volunteers

General public

Physicians

Clinics

Schools

Universities

Prime functions 

Administrative Support to EED&C leadership:

•  Perform daily administrative duties such as: 
  • answering and screening emails, telephone calls, taking messages
  • managing complex calendars including program calendar, leadership calendar, etc
  • other routine duties necessary to assist senior leadership and departmental management
• Develop and use effective and organized systems to provide successful administrative support of

            projects and provide it to others as needed

• Assists in the preparation of meeting agendas and materials. Distribute such items in advance to

            members within agreed upon time frames. Maintain confidentiality and accurately communicates

            information in minutes, email, memos and other written and verbal correspondence

• Effectively prioritize projects delegated by a variety of staff and successfully meet expectations

            and timelines at a high-level quality

• Manage inventory and ordering of program supplies and equipment 
• Maintain the confidentiality of correspondence, documents, discussions, meetings and telephone calls 
• Greets and assist visitors and parents in a courteous and helpful manner
• coordinate classroom volunteers
• Assist classrooms to problem solve ratios

Record Keeping and Reporting 

• Track daily attendance and report to Family Advocates for follow up
• Assist Human Resources in scanning all employee-related paperwork including new hire documents,  training materials, sign-in sheets, etc.
• Assist with child and staff file compliance  
• Input data for record keeping into Electronic Record systems such as NEt Smart and ProCare

Communication:

• Mass communication with families, i.e closures, drills, upcoming events,etcProcess check requests and track completion of all requests to ensure that all invoices and employee requests are completed accurately and timely
• ensure families receive monthly newsletter
• participate in staff meetings and trainings as assigned
   

General Staff Responsibilities

• Participate in staff meetings, conferences, training sessions, and workshops as assigned
• Maintain confidentiality in regards to staff and family information
• Perform any other work-related duties as requested by your supervisor
• Be present at work in order to provide consistency of services
• Be a contributory team member in a positive/productive manner
• Demonstrate commitment to mission, values, and policies in the performance of daily duties

Assist the agency as needed:

• Proficient use of EHR system to train and support program staff. 

• Provide backup coverage to the Agency Access Clerk, as assigned.
• Perform all other duties as assigned.
• Encouraged to volunteer 4 hours of time per year to a Penfield activity.

Qualifications

Qualifications 

Requirements:

• High School Diploma or equivalent; AA/AS in business or a related field preferred

• One year experience as an Administrative Assistant or Customer Service. 
• Knowledge of Head Start and Childcare Program highly desired. 
• Actively demonstrates a commitment to understanding and advancing diversity, equity and inclusion efforts. 
• Computer literacy required: efficiency in Microsoft Office, etc. Ability to learn new programs.
• Flexibility, able to manage multiple tasks.
• Spanish speaking preferred.
• Strong organization, coordination, and tracking skills.
• Ability to make independent judgments and utilize time efficiently with minimal supervision to meet deadlines.
• Ability to present and request information clearly and concisely in verbal and written form.
• Ability to relate effectively with clients.
• Ability to work effectively and cooperatively as a member of a team, balancing time between various Managers’s needs.
• Ability to professionally communicate with various contacts at health care agencies, governmental programs, parents,  and staff. 
• Understands, exhibits and promotes the Penfield Core Values. 
• Ability to lift or move objects of 50 lbs. or less on a daily basis.
• Must have sufficient mobility to move- including bend, stoop, reach, lift and grasp.
• Meeting vaccine standards as outlined in the Bloodborne Pathogens Exposure Control Plan 

Core Values

• Lead with Love - We welcome everyone with compassion and empathy; patience and kindness. To lead with love, we look for the best in our co-workers, our families, and ourselves.
• Grow with Us - We celebrate our successes and learn from our mistakes. We believe there is always a better way asking questions that challenge the status quo, improve our process and make our work easier. Grow with us allows us to focus on how we can improve ourselves and, in the process, better serve the children and families in our care.
• Better Together - Together, we can do amazing things. Children and families trust us and depend on us to work as a team to meet their needs. We are better together when we maximize our strengths, the gifts of our colleagues and the commitment of our amazing partners.  
• Do What it Takes - We are determined, motivated and adaptable. We solve problems. We own our work, our actions and our behaviors. We step up to help our co-workers, partners and our families. We do what it takes to get the job done right and done well. 
• Be Present - We bring our best genuine self to everything we do. Being present allows us to bring our passion and commitment to our work to ensure the best possible outcomes for Penfield.

What we Do

• We communicate effectively, give feedback honestly and receive it with an open mind
• We use data and processes to drive decisions
• We celebrate success and learn from our mistakes
• We work to find balance in our personal and professional life
• We provide the same care and compassion to our colleagues and ourselves that we share everyday with the people we serve

Penfield Children’s Center is an Equal Opportunity Employer. 

Salary : $33,334 - $50,000