Position Title: Administrative Assistant

Department: ADMIN

Reports to: Executive Director
Direct Reports: Executive Director

General Accountability:
Ensure the effective day-to-day operation of the office by providing professional and courteous administrative support to the Executive Director and other staff members as required.

Key Job Responsibilities and Performance Expectations

Administrative Duties:

• Greet all clients and visitors professionally and courteously.
• Manage faxes, mail, and courier parcels; prioritize and distribute appropriately.
• Establish and maintain an efficient filing system.
• Order, receive, and store office supplies; ensure adequate stock levels.
• Coordinate maintenance of office equipment with vendors.
• Collaborate with the Executive Director on financial case management for clients.
• Maintain site inventory and ensure building maintenance complies with OCFS standards.
• Facilitate daily communication between the Executive Director and Program Director with detailed and accurate reports.
• Assist with organizing marketing and donor management systems.
• Handle client communication professionally and knowledgeably.
• Execute accurate data entry for client billing, information, and attendance records.
• Coordinate scheduling for center-wide activities, including meetings, conferences, and interviews.
• Manage enrollment processes for new clients and update the Executive Director and Program Director on progress.
• Provide afternoon operational support for the childcare center

Internal Contacts

• All staff

External Contacts

• Board of Directors
• Clients
• Vendors

Educational/Technical Competencies

• Post-secondary education in business or office administration is an asset.
• Experience in an early childhood environment
• Knowledge of OCFS regulations
• 2-3 years of experience in a similar position.
• High proficiency in Microsoft Office 365 and Office Suite.
• Proficiency with office equipment and technology.

General/Personal Competencies

• Professional and diplomatic with a high degree of discretion.
• Flexible and able to manage multiple requirements in a fast-paced environment.
• Superior organizational skills with attention to detail and accuracy.
• Creative problem-solving abilities.
• Proficient in Microsoft Office Suite and comfortable with general technology systems.
• Strong customer service communication skills with a pleasant disposition.
• Effective organizational strategies for overall center efficiency.
• Self-motivated with a strong work ethic and personal accountability for project follow-through.
• Thorough understanding of financial and documentation management practices.
• Excellent interpersonal communication and team-building skills to establish a culture of trust.

Working Conditions

• General office environment

Job Types: Full-time, Part-time

Pay: $43,000.00 - $50,000.00 per year

Benefits:

• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• Customer service: 3 years (Preferred)

Ability to Commute:

• Poughkeepsie, NY 12601 (Required)

Ability to Relocate:

• Poughkeepsie, NY 12601: Relocate before starting work (Required)

Work Location: In person