Administrative Assistant

Job Type

Part-time

Description

REPORTS TO: Human Resources Coordinator

FLSA Status: Non-Exempt, Part-time

Summary: The Administrative Assistant provides adminstrative support to various departments at the Blind Chidlren's Center (BCC) and serves as the primary receptionist.

Supervisory Responsibilities: None

Essential Duties and Responsibilities include the following:

A. Front Office & Administrative Support

• Answer, screen, and route phone calls in a professional and courteous manner; take accurate messages as needed.
• Greets and checks in visitors, monitors lobby activity, and ensures compliance with safety and security procedures.
• Provide written and verbal Spanish translation as needed.
• Maintain children's and visitors' sign-in/sign-out records and ensure they are accurate and up to date.
• Maintain an organized front office, help staff locate supplies, and notify the supervisor when supplies need to be replenished.
• Create bilingual signs, flyers, and other materials as requested.
• Sorts, processes, and distributes incoming and outgoing mail and packages.
• Prepares bulk mailings, notices, and departmental communication materials.
• Support cross-departmental clerical and administrative needs as required.
• Monitor and track orders placed for all departments, follow up with vendors as needed, and ensure all shipments are received, documented, and delivered to the appropriate staff.
• Assist the Human Resources Coordinator with staff recognition, events, and related administrative tasks.
• Communicate regularly with the HR Coordinator regarding office workflow, documentation needs, scheduling support, and administrative priorities.
• Record daily staff absences in the Outlook calendar and post absence lists as required; ensure education events, staff absences, departmental appointments, and activities are entered into the electronic master calendar.

• Prepare payment request forms and credit card expense forms; organize and maintain receipts and supporting documentation.
• Assist with preparing invoices and shipping documentation, ensuring publications are packaged and processed accurately.
• Keeps accurate accounts receivable records and sends reminder notices for outstanding or overdue invoices
• Verify and investigate discrepancies by reconciling vendor accounts and monthly vendor statements.
• Assist the Controller with various finance tasks, including maintaining the master inventory, compiling documents for audits, and responding to monitoring requests.
• Respond to customer service inquiries regarding publication orders, invoices, and return policies.

• Participate in BCC events, which may require flexible hours and occasional weekends.
• Participate in internal meetings, trainings, and professional development activities, including completion of at least 15 hours annually.
• Perform other duties as assigned.

• High School graduation or G.E.D. equivalent is required. Associate's Degree or higher preferred.
• 1-2 years adminsitraive, accounts payable, receptionist or other related experience preferred.
• Ability to speak and write clearly and concisely in English and Spanish required.
• Experience in publicly funded preschool, Head Start or early intervention program preferred.