Early Education Administrative Assistant

Job Summary:

The Administrative Assistant supports the functions of the Early Education Director and Department. This position provides administrative and clerical support to staff including answering and facilitating phone calls, tuition billing and payment collection, data entry and reporting. The Administrative assistant is also responsible for ensuring classrooms are in ratio and covering when a teacher is absent as well as covering the kitchen when the food coordinator is absent.

Essential Duties:

• Provides clerical and administrative support to program staff and assists with all aspects of the center environment.
• Processes tuition billing and payments and sets up enrollment of families in software system.
• Manages and updates software accounts.
• Completes DES billing and maintains DES records.
• Inputs data in a timely and accurate manner as required and complies with or assists in the compilation of statistical information for special reports.
• Maintains and reports all data for First Things First monthly and quarterly reports.
• Performs program support tasks such as organizing forms & files; photocopying; orders and maintains program materials and educational handouts; makes reminder calls for sessions as requested by the Supervisor or Parent Education Facilitators and maintains signup and attendance logs.
• Utilizes computerized data entry equipment and various word processing, spreadsheet, and file maintenance programs to enter, store and/or retrieve information and summarizes data in preparation of standardized reports.
• Compiles a variety of resources; may participate in community outreach activities such as distribution program flyers, retrieving client referrals as assigned.
• Filing to include CACFP records, accident, and illness reports.
• Fills in for teachers that are absent and on breaks.
• Covers the kitchen when the food coordinator is absent.
• Meets compliance with all federal and state laws.
• Meets compliance with company policies and procedures.
• Maintains confidentiality and adheres to HIPAA regulations.
• Participates in ongoing training and reflective supervision.
• Perform other duties consistent with position as assigned.

Required Education/Experience/Skills/Abilities:

• High school graduate and/or GED with two years of office/clerical experience, or any equivalent combination of training and experience that provides the required knowledge and skills.
• Food Handlers License required.
• Professional experience in an Early Childhood Education setting preferred.
• Knowledge of Microsoft Office software applications. Must demonstrate highly developed interpersonal skills, excellent organizational, clerical, written and verbal communication skills, ability to prioritize and meet deadlines.
• Bi-lingual in English and Spanish required.
• Must demonstrate an ability and to work with and respond to the needs of a culturally diverse population.
• Proof of immunizations including rubella (measles) and rubella (German measles), or proof of MMR immunization and TDaP immunization (diphtheria, tetanus, and pertussis) as well as a negative TB test (may be required after the completion of a TB screening form).
• Infant/Child CPR and First Aid Certification required.
• Must be able to meet training and organization requirements for the position.
• Must foster an environment that is solution-focused, dedicated, and compassionate to support the organization's mission, values, and strategic direction.
• Must exhibit a demonstrated commitment to diversity and inclusion, valuing diverse perspectives and encouraging contributions by all team members.
• Must possess or be able to qualify for and maintain a valid Arizona department of public safety level one fingerprint clearance card.
• Must possess and maintain a valid Arizona driver's license and be insurable under the organization's automobile policy.

Supervisory Responsibility:

• No

Level of Supervision:

• Moderate

Work Environment:

• Work is generally performed within an office environment, with standard office equipment available. Work is completed in and around the Early Education Center.

Position Physical Demands:

• Occasional to moderate physical effort (lift/carry up to 50 lbs.).
• Moderate reaching, bending, stooping, kneeling, or crouching.

Driving Requirements:

• May drive on behalf of the organization.
• 3 Year Motor Vehicle Report must be provided.

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive list of activities, duties, or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.