Administrative Assistant

General Description

The CCR&R program provides families with essential information, resources, support, and tools to identify and evaluate high-quality childcare options through consumer education and direct engagement, utilizing both technology and in-person interactions. This position will involve a wide variety of tasks to ensure the smooth operation of the CCR&R program, offering administrative support to the Senior Statewide and Assistant Program Directors, as well as the Community Engagement Supervisor. Key responsibilities include managing various aspects of the CCR&R Provider Database, handling childcare complaints, overseeing shared email inboxes, scheduling meetings, preparing meeting agendas and taking notes, coordinating travel arrangements and staff training (as needed), submitting and tracking expenses, placing supply orders, responding to data requests, generating reports, and performing other duties as assigned.

Summary Of Essential Job Functions

• Administrative Tasks: Perform a wide variety of administrative, clerical, and managerial tasks, including planning and preparation, note-taking, organizing and scheduling meetings, responding to consumer and e emails, greeting consumers, answering phones, printing and typing documents, preparing and conducting presentations, managing projects, managing supply requests, car rental requests, and providing other support as needed.
• Accounting & Expense Tracking: Collecting, managing, and submitting expenses and receipts to accounting and tracking expenses through spreadsheets.
• Complaint Management: Triaging childcare complaints received from start to finish, including communication with complainants, regulatory agencies, Department of Child Safety, and local city or county police, and updating notes in the DES/CCRR Provider Database, and other tasks as necessary to meet contract requirements.
• Data Analysis and Collection: Assist/conduct with data collection, review and aggregation, and/or reporting by collecting, compiling and distributes all post satisfaction surveys, needs assessments, and aggregating, analyzing and reporting all data from the surveys. Fulfill data requests for consumers and/or funder such as, but not limited to supply and demand or average cost of childcare requests, and special projects and//or annual reports.
• Feedback and Continuous Quality Improvement: Utilize consumer evaluation and information systems for gathering feedback from consumers to inform program development and improvements, and evaluate performance and services offered on an individual and program basis.
• Quality Assurance: Ensuring quality updates on provider information, sending reminders for incomplete data.
• Reporting: Preparing quarterly reports, and end-of-year utilization and satisfaction reports, as well as monthly reports and narratives.
• Advocacy: Serve as a representative of the company and program at community events and meetings, advocating for the program’s services and the organization’s mission and values, as needed.
• Technology and Software: Utilize technology and program-specific software to collect consumer data, analyze and track performance, program activities, and operations, obtain professional development, and meet program requirements.
• Other duties as assigned: Complete other duties as assigned by the CCR&R Senior and/or Assistant Program Directors, Program Supervisors, Chief Officer, and/or CEO/President.
• Advocacy: Serve as a representative of the company and program at community events and meetings, advocating for the program’s services and the organization’s mission and values, as needed.
• Technology and Software: Utilize technology and program-specific software to collect consumer data, analyze and track performance, program activities, and operations, obtain professional development, and meet program requirements.
• Other duties as assigned: Complete other duties as assigned by the CCR&R Senior and/or Assistant Program Directors, Program Supervisors, Chief Officer, and/or CEO/President.
  
  

Requirements

EDUCATION AND BACKGROUND:

• Minimum of a High School Diploma or GED required; Bachelor’s or Associate's Degree in Business.
• Administration, or related field or Vocational School Certificate or Degree from an accredited institution strongly preferred.
• Work or volunteer experience in child care and/or early childhood education programs preferred.
• Bilingual required; Fluent in both English and Spanish in speaking and writing strongly preferred.
  
  

Knowledge, Skills, & Abilities

• Ability to multi-task of many different duties and tasks and work in a fast-paced environment, handling a wide variety of tasks and responsibilities is a must.
• Excellent computer skills with proficiency in Microsoft Office programs such as Microsoft 365, Word, Excel, Outlook, PowerPoint, and Sharepoint, as well as Canva, and internet browsers and web-based software, databases and programs is required.
• Must demonstrate excellent organizational, time, and task management skills; Detail-oriented, highly organized, and excellent time management skills are a must.
• Must demonstrate the ability to understand and carry out complex oral and written instructions, and critical thinking and problem-solving skills.
• Must have excellent written and spoken communication skills, as well as presentation and/or public speaking skills.
• Must be able to work independently and with a team, while taking initiative to complete assigned and unassigned tasks.
• Must demonstrate a strong working knowledge of office methods, machines and procedures.
• Experience with Xima/Chronicall Call Monitoring Software and Verizon Phone Systems preferred.
• Knowledge of community resources and social service programs throughout Arizona preferred.
• Knowledge of child welfare and child care programs and services preferred.
• Resourceful and proactive in finding and educating consumers on an array of community resources.
• An ability to acknowledge, respect, and build upon the diversity of families with regard to such factors as race, ethnicity, family dynamics, gender, socioeconomic status, values, and traditions.
  
  

Agent Requirements

• Location: Must be able to provide direct service to the designated consumer base in Arizona.
• Maintain a functional and safe home working space with adequate internet connection for the job.
• Comply with all agency and program policies and procedures including confidentiality, employee conduct, computer usage and dress code.
• Meet program/department’s performance and productivity standards.
• Attend required agency and program/department meetings.
• Adhere to the schedule agreed upon with the supervisor.
• Follow and model CFR’s core values.
• Participate in PQI initiatives.
• Must be eligible and able to obtain an Arizona Level One Fingerprint Clearance card and pass all background check requirements.
• Must have a valid Arizona driver’s license, Arizona vehicle registration, and meet agency and Arizona liability insurance requirements.
  
  

Consistent with CDC’s new streamlined guidance, the Safer Federal Workforce determined COVID-19 workplace safety protocols will not vary based on vaccination status or otherwise depend on vaccination information. Due to this determination, requiring, requesting, or collecting vaccination status information is suspended. For current status of the COVID-19 vaccine requirement and/or questions, please contact Human Resources at humanresources@cfraz.org.

Ability Requirements

• Sitting for extended periods of time daily; standing and walking short distances.
• Moderate twisting, bending, stooping and lifting up to 40 pounds in the performance of assigned duties.
• Ability to use a variety of office equipment and machines as referenced.
• Normal manual dexterity and eye-hand coordination required.
• Repeated hand-wrist movement required.
  
  

The nature of the position involves a fast-paced working environment with multitasking of many different duties and tasks. General daily priorities may change at a moment’s notice and the position requires quick response time and flexibility.

About Child & Family Resources

At Child & Family Resources, nothing is more important to us than healthy, happy children. We believe that educated parents and a wealth of resources are crucial to a child’s success, confidence, and development. Our team is committed to offering accessible programming that helps parents be the best they can be and allows children to thrive. We have offices in 13 locations throughout Arizona. When you work at Child & Family Resources, you’ll have an opportunity every day to improve the lives of those around you. The teams at our offices throughout Arizona are made up of individuals that reflect their community and are dedicated to helping others. Whether you’re looking for part-time employment or a full-time position, find your home with us. You can make a difference!