Administrative Assistant

Administrative Assistant is a highly responsible position within Child & Family Resources Leadership Unit. The Administrative Assistant is responsible for providing administrative support to leadership, compiling and analyzing organization data, and general computer systems management. Work involves the use of NJ DHS Division of Family Development program requirements and organizational customer management techniques to promote customer progression and disposition. The position is required to handle a high volume of public and professional inquiries, determine their needs, and project manage special events. Work is performed in a team setting, as well as on an individual basis and is performed under the supervision of the Associate Director/ Executive Director.

Ensure the following core functions will be conducted in accordance with established regulations, policies and procedures. 1) Administrative & Operational Support, 2) Consumer Education, 3) Provide customer service, 4) Quality Improvement Initiatives, 5) Data and Systems; 6) Fiscal Administration; and 7) Other duties as assigned.

Administrative & Operational Support:

· Manage calendars, schedule meetings, and coordinate appointments

· Provides support for the Executive Director’s involvement in outside organizations, boards, and other professional commitments.

· Reviews documents for professionalism, consistency, and quality before distribution.

· Coordinates staff appreciation events, holiday functions, and other employee activities as assigned by management.

· Provides administrative support for contract documentation, compliance-related materials, and associated reporting requirements.

· Support project execution by assisting with planning, coordinating tasks, tracking progress, and ensuring timely completion of assigned projects and program initiatives

· Coordinate annual surveys, including survey development, distribution, data collection and entry, and implementing program improvements based on survey findings

· Maintain logs and documentation for staff professional development activities and community outreach

· Generate monthly attendance sheets

· Perform routine quality checks

· Develop and distribute monthly team meeting agendas and detailed minutes, ensuring accurate documentation of discussions, decisions, and action items, and supporting follow-up on assigned tasks

Consumer Education:

• Develop and manage email campaigns through Constant Contact, including designing and distributing newsletters, segmenting contact lists, maintaining accurate subscriber data, and analyzing performance metrics to improve outreach effectiveness and community engagement
• Ensure the organization website is current and contains accurate information as related to:

o The availability of financial assistance to obtain child care services

o Information about the quality of providers as determined by Grow NJ Kids

o Research and best practices concerning children’s development, including social & emotional development; meaningful parent and family engagement; physical health (nutrition & physical activity)

o State policies regarding the social-emotional behavioral health of young children

o Information on developmental screenings

o Provider specific information about compliance with licensing, health & safety requirements

• Referrals

o Ensure the organizations consumer education marketing materials are accurate and current

o Ensure consumer education materials related to choosing high quality child care and community resources are accurate and current

o Drive initiatives to reach target market included but not limited to creating marketing material, distribution of marketing material, etc.

o Provide follow up for all internet referrals

Provide customer service:

• Respectful and responsive communication with customers
• Answer and direct phone calls, emails, and other communications

Quality Improvement Initiatives:

· Use computer word processing, spreadsheet, and database software to prepare reports, memos, and documents

· Administrative Support for Quality Improvement Initiatives as assigned

· Ensure effective and efficient communication with participating providers/programs

Data and Systems:

· Develop and maintain general files and database to support CFR programs.

· Maintain WLS, NJCCIS, and other organization data bases.

· Build/create, maintain, and manage program data systems and generate reports as required.

· Gather, compile, and maintain data in an accurate system.

· Assist with setting up/maintaining general computer network peripherals such as printers, routers, troubleshooting equipment, and provide daily support for computer assistance.

· Research analysis and analyze data efficiently and accurately.

· Handle confidential information with discretion

Fiscal Administration:

· ECC Specialist Back-up

· ECC Payment Reconciliation

· Enter Contracts into Spreadsheet

Other duties as assigned:

• Travel to meetings and conferences as needed
• Additional duties as assigned

Knowledge/Skills:

QUALIFICATIONS

To perform in this position successfully, an individual must be able to perform the essential duties and responsibilities satisfactorily. The requirements listed in this document are representative of the knowledge, skills, and ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Knowledge of:

• Local, state, and federal guidelines, rules, regulations, and statutes as they pertain to child care licensing, registered family child care requirements, child care workforce requirements, and child care subsidy eligibility
• Basic structure of the state child care resource and referral industry and local social service organizations
• Computer applications, including but not limited to: Power Point, Microsoft Word, Outlook and Excel, NetSuite, NJ DHS Workforce Registry, NDS

Ability to:

• Work well under pressure, multi-task, and meet established timelines and goals
• Deal effectively and professionally in stressful situations with potential for a high volume of public and professional inquiries
• Effectively interpret general policy, criteria, and procedures for situations related to NJ DHS Division of Family Development regulations
• Ability to maintain flexible hours when necessary to carry out agency requirements (evening/weekend activities)
• Ability to travel to offsite locations when necessary for site visits, meetings, conferences, training sessions, etc.
• Behave Ethically: Understand ethical behavior and business practices and ensure own behavior and the behavior of others are consistent with these standards and align with the values of the organization.
• Build Relationships: Establish and maintain positive working relationships with others both internally and externally to achieve the goals of the organization.
• Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques.
• Focus on Client Needs: Anticipate, understand, and respond to the needs of internal and external clients to meet or exceed their expectations within the organizational parameters.
• Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness.
• Make Decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organization.
• Organization: Set priorities, develop a work schedule, monitor progress towards goals, and track details/data/information/activities.
• Plan: Determine strategies to move the organization forward, set goals, create and implement actions plans, and evaluate the process and results.
• Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem.

EDUCATION and/or EXPERIENCE

• BA degree in Business, Computers, Office Management, Early Childhood, Social Work, or related field; AA or AS plus 3 years’ experience in child care and/or business-related field; High School diploma plus 7/8 years’ experience in child care and/or business-related field. (Combination of equivalent education beyond high school and experience may be considered to meet the educational requirements.)

Pay: $22.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $22