Description

Position Overview: It is the responsibility of every employee to promote the mission and vision of ACCF, as they foster programs and activities that promote the academic, social, emotional and physical development of each child enrolled.

The Administrative Assistant (ELP) position provides administrative services by adhering to agency policies and procedures, and requirements set forth by licensing, funding, contract agencies and the corporation. The Administrative Assistant works with leadership and programmatic staff to ensure client information in data systems (hard and soft files) and reports are accurate, current, complete, and confidential.

Classification: Non-Exempt – Hourly

Reports to: Program Manager and Associate Director

Duties & Responsibilities

• Assume administrative and clerical responsibilities for the program:
• Receive phone calls and direct to the appropriate personnel while maintaining a friendly, professional, and helpful posture at all times;
• Coordinate coverage of the reception area to ensure uninterrupted flow of business;
• Ensure accuracy of all documentation;
• Convey all pertinent program information verbally or by distributing fliers, permission slips and authorizations;
• Secure required forms and signatures;
• Provide receipts to clients for all collected fees and submit to authorize financial personnel on a regularly scheduled basis;
• Answer doors for clients;
• Escort children to and from school bus, clocking them in and out; and
• Work in close coordination with supervisor and staff to maintain accurate and current records;
• Maintain attendance, track daily absences and report to Center Director and Head Start FACES;
• Phone parents of absent children and obtain mommy/doctor notes;
• Collect Mommy notes on a case by case bases
• Maintain a working knowledge of and inform clients of agency’s rules, regulations, and policies. Seek supervisor’s input and approval for any deviation from standard policies and procedures;
• Process Payments
• Support Family Engagement Specialist during enrollment activities:
• Place ELC Certifications in children’s files and update as needed; scan certificate and upload to Procare;
• Work collaboratively with leadership to maintain waiting list in Procare data system:
• Enter client information in Procare for use by Family Engagement Specialist.
• Support personnel with general office duties:
• Organize Parent Bulletin Board and Maintain Corporate Board;
• Order office supplies monthly; securing authorization and give to appropriate personnel for processing;
• Report all needed maintenance repairs to ELP leadership and Building Manager using approved Company protocol; and
• Assist teachers with Lamination tasks.
• Support Early Learning Program staff in maintaining children’s files of enrolled students
• Administrative Assistant Revised 10/2018 Page 2 of 2
• Record and maintain documentation daily, weekly and monthly as required:
• On a weekly basis, monitor sign-in- out documentation in Procare to assure parents and staff are properly signing children in/out according to the arrival and departure time of the child. Contact any family who needs to correct their process
• Receive training as necessary or as directed and attend all required staff meetings.
• Additional duties as assigned by management.

Work Environment

• Ability to sit for extended periods of time while operating a computer
• Frequently required to speak and listen while communicating
• Able to endure repetitive wrist, hand and/or finger movement while operating office equipment
• Requires clarity of vision at close distances while operating computer
• Able to lift 30 lbs.
• Able to walk, squat, kneel, sit on floor, see, hear, speak with children to ensure children’s health and safety
• Regular attendance is a necessary and essential function

Other Employment Information

• Fingerprinting and background check
• Pre-employment and random drug screening
• 90-day initial evaluation period

Requirements

Education and Experience

• High School Diploma; administrative assistant business certification preferred
• Completion of 40-hour DCF course within the first year of employment
• Two (2) years of office/clerical experience

Essential Skills and Abilities

• Strong organization, communication, and interpersonal skills
• Ability to project a positive attitude
• Ability to remain flexible regarding job requirements, changing demands, and priorities
• Ability to manage time effectively
• Procare database experience, other database experience and/or willingness to learn
• Proficient computer and typing skills
• Ability to work with diverse groups