What are the responsibilities and job description for the Children's Center- Administrative Assistant II position at Associated Students, Inc.?
Description
SUMMARY:
The Administrative Assistant works to support the daily operation of the front office and assist with the implementation of administrative tasks and collaborates with the administrative team. This position requires excellent time and record management as well as customer service when working with full and part time staff and families.
ESSENTIAL DUTIES & RESPONSIBILITIES:
• Safely perform job duties
• Assists the Director with staff meetings and the Parent Advisory Council which includes preparation of agendas, recording minutes and distributing notifications.
• Assists with child enrollment including but not limited to: Certifying and enrolling families into the State Subsidy, maintaining waiting lists (contacting families as needed), processing enrollment packets, family invoices using Center Track, assisting the Director with family orientations. Enter family data in Center Track.
• Assists with processing of employment documents, time-sheets and other payroll items for employees; and maintaining files.
• Assists in the review, correction and authorization of time-keeping records for all part-time employees, including use of Ceridian Dayforce and Federal Work Study.
• Assists with other administrative tasks; e.g., CACFP Food Program parent applications and certifications, invoice preparation, document management, report preparation, data entry into DRDP Tech, and Ages and Stages and producing rosters as needed.
• Maintains the Children's Center website and bulletin boards under the direction of the administrative team.
• Assists with front office duties including answering phones, greeting and screening participants and visitors, process payments and preparing deposits for Operations Manager's approval and providing support to other Center staff, as needed.
• Manages incoming supplies and equipment, confirming accuracy of orders and appropriate distribution.
• Assists in day-to-day review of staffing needs and substitutes for absences. Supports administrators with scheduling employees, scheduling interviews, and follow up as needed.
• Oversees the front office staff in the absence of the Operations Manager.
• Special projects and other duties may be assigned.
CORE COMPETENCIES
• Exceptional interpersonal and organizational skills
• Ability to communicate effectively both verbally and in writing with staff, employees and public
• Good analytical and problem-solving skills, with attention to details and accuracy
• Knowledge of principles and practices of organization, planning, records management, research and general administration
• Ability to operate standard office equipment including but not limited to computers, copiers, calculators and facsimile machines
• Ability to follow oral and written instructions
MINIMUM QUALIFICATIONS
• Two years of Children's Center office experience or similar, including management of varied and multiple duties and projects
• Knowledge of PC windows-based personal computers - Microsoft Word, Excel, Outlook and database management software
PREFERRED QUALIFICATIONS
• Bachelor's degree
• Experience with Center Track software
• Administrative experience supporting employment related functions
• Experience with "Ceridian" or other employment/personnel/timekeeping software system(s)
• Experience providing administrative support in an educational setting
PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. While performing the duties of this job, the employee is regularly required to stand, walk, use hands to fingers, handle, feel, reach with hands and arms, talk and hear. The employee must:
• Occasionally lift and/or move up to 50 pounds.
• Must be able to climb, kneel, squat, reach overhead
• Must be able to sit at a desk for 6-8 hours.
WORK ENVIRONMENT (Choose one only)
• Combination of indoors and outdoors settings for orientations and tabling events.
• Office setting
SUMMARY:
The Administrative Assistant works to support the daily operation of the front office and assist with the implementation of administrative tasks and collaborates with the administrative team. This position requires excellent time and record management as well as customer service when working with full and part time staff and families.
ESSENTIAL DUTIES & RESPONSIBILITIES:
• Safely perform job duties
• Assists the Director with staff meetings and the Parent Advisory Council which includes preparation of agendas, recording minutes and distributing notifications.
• Assists with child enrollment including but not limited to: Certifying and enrolling families into the State Subsidy, maintaining waiting lists (contacting families as needed), processing enrollment packets, family invoices using Center Track, assisting the Director with family orientations. Enter family data in Center Track.
• Assists with processing of employment documents, time-sheets and other payroll items for employees; and maintaining files.
• Assists in the review, correction and authorization of time-keeping records for all part-time employees, including use of Ceridian Dayforce and Federal Work Study.
• Assists with other administrative tasks; e.g., CACFP Food Program parent applications and certifications, invoice preparation, document management, report preparation, data entry into DRDP Tech, and Ages and Stages and producing rosters as needed.
• Maintains the Children's Center website and bulletin boards under the direction of the administrative team.
• Assists with front office duties including answering phones, greeting and screening participants and visitors, process payments and preparing deposits for Operations Manager's approval and providing support to other Center staff, as needed.
• Manages incoming supplies and equipment, confirming accuracy of orders and appropriate distribution.
• Assists in day-to-day review of staffing needs and substitutes for absences. Supports administrators with scheduling employees, scheduling interviews, and follow up as needed.
• Oversees the front office staff in the absence of the Operations Manager.
• Special projects and other duties may be assigned.
CORE COMPETENCIES
• Exceptional interpersonal and organizational skills
• Ability to communicate effectively both verbally and in writing with staff, employees and public
• Good analytical and problem-solving skills, with attention to details and accuracy
• Knowledge of principles and practices of organization, planning, records management, research and general administration
• Ability to operate standard office equipment including but not limited to computers, copiers, calculators and facsimile machines
• Ability to follow oral and written instructions
MINIMUM QUALIFICATIONS
• Two years of Children's Center office experience or similar, including management of varied and multiple duties and projects
• Knowledge of PC windows-based personal computers - Microsoft Word, Excel, Outlook and database management software
PREFERRED QUALIFICATIONS
• Bachelor's degree
• Experience with Center Track software
• Administrative experience supporting employment related functions
• Experience with "Ceridian" or other employment/personnel/timekeeping software system(s)
• Experience providing administrative support in an educational setting
PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. While performing the duties of this job, the employee is regularly required to stand, walk, use hands to fingers, handle, feel, reach with hands and arms, talk and hear. The employee must:
• Occasionally lift and/or move up to 50 pounds.
• Must be able to climb, kneel, squat, reach overhead
• Must be able to sit at a desk for 6-8 hours.
WORK ENVIRONMENT (Choose one only)
• Combination of indoors and outdoors settings for orientations and tabling events.
• Office setting
Salary : $22