Administrative Assistant (Early Childhood Education)

Description:

Position Summary:

The Administrative Assistant is responsible for managing the day-to-day administrative projects of the Early Childhood Education Department. This includes tracking employee recruitment, tracking staff vacancies and staff credentials, coordinating the multitude of paperwork need to hire new staff, and attending department and agency meetings as needed. General administrative duties including but not limited to answering the phone, taking messages, filing, photocopying, ordering and tracking office supplies, maintaining the copy/fax machine, overseeing internal and external mail distribution. 

Responsibilities:

• Create, maintain and update personal files for the Early Childhood Department.
• Coordinate the processing of mandated personal clearances (for prospective and current employees), including but not limited to the Department of Investigation (DOI), NY State Central Registry (SCR), and Child Abuse and Maltreatment certifications.
• Maintain Administration for Children’s Services (ACS) compliance for data information reports, including but not limited to:
  • Program Information Report (PIR)
  • Staff Vacancy Report
  • ACS program Surveys
  • ACS Children Information Reports
  • Internal Union Settlement Information Reports
• Liaise between the Early Childhood Department and Human Resources Department.
• Create, maintain, and amend timeline for completion of reports throughout the program year.
• Receive and greet all staff, families, and guests at the center, ensuring that all guests and consultants sign into appropriate logs.
• Answer and direct all incoming phone calls for the center; take and relay messages when appropriate.
• Maintain confidentiality in regards to all reports and files, including employee personnel files. 
• Complete forms in accordance with agency procedures.
• Compose and distribute meetings notes, memos, routine correspondence, and reports.
• Mail newsletters, promotional materials, and other information.
• Maintain scheduling and events calendars.
• Open, read, route, and distribute incoming mail and other materials, and prepare answers to routine letters. 
• Set-up and maintain paper and electronic filing systems for records, correspondence, and other material.
• Schedule special events, trips, etc. for the entire Early Childhood Education Department. 
• Assist with planning and organizing all meetings, training, workshops, and events for the Early Education Department.
• Establish work procedures and keep track of the daily work of clerical staff. 
• Learning to operate new office technologies and they are developed and implemented. 
• Prepares reports for the funding source.
• Submit invoices and receipts to the Finance Department.
• Invoices and payment coding into the Windsccapte/DocLink system.
• Assist with monitoring monthly In-Kind donations.
• Operate electronic mail systems and coordinate the flow of information both internally and with other organizations.
• Supervise other clerical staff, and provide training and orientation to new staff.
• Additional duties as assigned by the Educational/Site Director, the Director of Operations, and the Director of Early Childhood Education.

Qualifications: