Administrative Assistant - Early Education

This is a full time 40 hours per week position

Schedule: 7:15am – 3:15pm Monday-Friday year-round

31 days PTO

Position Statement: The administrative assistant at the Early Education Center on the Elmcrest Campus supports the overall successful day-to-day functioning of the program. The administrative assistant works with the Early Education Program Administrator and the Daycare Administrator to manage the flow of information and paperwork, and to ensure effective implementation of programming. The role also includes providing coverage for classrooms in the building as needed. The administrative assistant interfaces with children, families, program staff and the general public, as well as local school districts, county health departments, and Elmcrest agency departments.

Responsibilities:

• Maintain an orderly, organized, clean and friendly office environment, lobby, and vestibule.
• Present with a positive customer service approach to maintain professional relationships with children, families, agency staff, visitors, outside agencies, and the general public at all times.
• Express a supportive and caring demeanor to relate sensitively to children, families, and staff.
• Open the building and get the main office ready for the day.
• Manage the main office, including providing clerical support, answering phones, processing paperwork, organizing program supplies, assisting colleagues as needed, etc.
• Provide data entry and typing of forms as needed for teachers, therapists and administrators.
• Provide timely communication to program/agency staff as needed, per the direction of the Early Education Administrator/Daycare Administrator and to ensure compliance with program requirements.
• Maintain student records, including but not limited to student files, attendance, and student enrollment/discharge.
• Coordinate and implement systems to manage early education functions such as maintaining supplies, bus transportation, student records, and program finances.
• Collaborate with other departments in the agency to support the orderly functioning of the program, including finance, food service, maintenance, and purchasing.
• Provide coverage in classrooms as needed.
• Obtain and disperse mail as needed for the office.
• Assist with hiring new staff and maintenance of staff records.
• Cooperate with other staff members to maintain standards of professionalism throughout the building.
• Other Duties as Assigned: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Department & Program Specific Responsibilities:

• Follow all State Education regulations and OCFS Daycare licensing regulations, as well as Elmcrest program policies and procedures.
• Complete paperwork requirements for outside agencies, including State Education, County and School District special education paperwork, DSS, Syracuse City UPK, and OCFS.

Qualifications:

• Elmcrest’s Core Values & Competencies:
  • Honesty: Act with integrity and behave in a manner consistent with our policies, Code of Conduct and any regulatory and ethical guidelines. Utilize practices and techniques professionals train to interact with children, families and co-workers appropriately.
  • Willingness to Learn: Open to new experiences and learning new skills and information that can improve professional development, progressive work environments and support the mission of Elmcrest.
  • Dedication to Purpose: Display the necessary passion and empathetic abilities to serve the Elmcrest mission. Committed to improve the lives of children and families.
  • Social Concern: Value human dignity and have respect for others. Actively seek out diverse approaches and points of view.
  • Self-Examination: Systemically observe, analyze and utilize self-reflection to improve actions or results. Listen to constructive feedback and concerns and maintain positive relationships in the workplace.
• Competencies:
  • Proficiency in computer skills, such as data management and word processing required.
  • Previous office experience preferred, with an ability to work in a busy, fast-paced environment.
  • Excellent communication skills and organizational skills are essential for this position.
  • Good attention to detail and ability to effectively multitask is necessary for the position.
  • Ability to present with warmth, nurturing and kindness.
  • Willingness to be a team player and work in a collaborative teaming environment.
  • Experience with young children.
  • Knowledge of special education helpful.
  • Knowledge of OCFS Daycare regulations helpful.
• Required Education and Experience:
  • High School Diploma or GED required.
  • Associate’s Degree or Bachelor’s degree preferred in areas such as business, management, human services or education.

Essential Job Qualifications:

• Ability to lift 50 pounds without assistance.
• Ability to sit, squat, crouch and stand for elongated periods of time.
• Ability to lift arms over head in upward reaching motion.
• Ability to walk up and downstairs up to several times per day.

Equal Opportunity Statement: Elmcrest Children’s Center prohibits discrimination of any kind based on race, color, gender, national origin, age, disability, veteran status, marital status, pregnancy, gender expression or identity, sexual orientation, or any other legally protected status.

Accommodations: Elmcrest Children’s Center will reasonably accommodate qualified individuals with a disability so that they can perform the essential functions of a job unless doing so causes a direct threat to these individuals or others in the workplace and the threat cannot be eliminated by reasonable accommodation or if the accommodation creates an undue hardship to Elmcrest Children’s Center. Contact Human Resources with any questions or requests for accommodation.

At Will Employment: Your employment with Elmcrest Children’s Center is at will. This means your employment is for an indefinite period of time and it is subject to termination by you or Elmcrest Children’s Center, with or without cause, with or without notice, and at any time. Nothing in this job description or in any other policy of Elmcrest Children’s Center shall be interpreted to be in conflict with or to eliminate or modify in any way, the at-will employment status of Elmcrest Children’s Center employees.