Center Administrative Assistant - Moses Lake (Internal Only)

Inspire•Moses Lake, WA

About The Position

Position Purpose Position is responsible for assisting the Center Manager in carrying out personnel and office administration functions. Distinguishing Characteristics Inspire Development Centers provides early Childhood Education (ECE) and social services to 3,110 children in center-based and home-based setting, at more than 25 Child Development Centers (CDC) throughout the State of Washington. At these sites, Inspire employs over 1,000 staff on a $52 million annual budget. Inspire provides these services under various federal and state funded programs with differing regulations and stipulations, which must be coordinated and adhered to, including, but not limited to: Regional Head Start (RHS), Migrant Seasonal Head Start (MSHS), Early Childhood Education and Assistance Program (ECEAP), and Early Head Start (EHS). The organization is required to meet an annual quota of non-federal share (in-kind) funds. A large majority of children’s first language is Spanish. Over the past 40 years, Inspire has strategically and incrementally increased its capacity to address the rapidly changing needs of its families and communities. Supervisory and Other Relationships Position reports to the Center Manager. Although supervision is not a regular part of the job, incumbent may assist in providing training and technical assistance to employees and works closely with Center Staff, Parents and with and around children. Examples of Essential Duties and Responsibilities The following examples of duties and accountabilities illustrate the general range of tasks assigned to the position but are not intended to define the limits of required duties. Other essential duties may be assigned consistently with the general scope of the position. 1. Personnel Administration: Tasks include processing employee paperwork, workplace injury paperwork, maintaining employee data required by state licensor, to ensure licenses, certifications, etc. are current. Assist Center Manager with employee staff schedules, timesheet adjustments and payroll preparation. Participates in interviews, providing input and feedback on candidates, and ensuring protocols are followed. Assist with the collection and organization of pre-employment documents to support a smooth process for new hires. 2. Office Administration: Tasks include completing, processing Purchase Orders (PO), Expense Reimbursement Requests, reconciling expenditure and maintaining and reconciling petty cash. Responsible for collecting and organizing the component area monthly reports, Child Enrollment Form (CEF’s) Program Activity Forms (PAF’s) and submitting to the Center Manager for review and submission. Maintains resource manuals, ensuring that the information is current. Daily offsite mail pick-up and delivery. 3. Supplies Ordering: Responsible for maintaining office, health and classroom supplies, including inventory management and placing orders. 4. Meeting/Training Coordination: Tasks include maintaining meeting/training schedules, organizing events, including reserving and setting up space. Responsible for reminding participants of meeting schedules and promoting strong attendance. Also responsible for accurate meeting minutes. 5. Recordkeeping: Tasks include processing, verifying and maintaining accurate and legally compliant documentation relating to personnel, In-kind, USDA, safety and financial information. Duties also include maintaining accurate meeting minutes and various filing systems. 6. Community/Parent Meetings: Participate in community and/or parent meetings as assigned. Responsible for taking notes and/or keeping formal minutes as needed. 7. Confidential Information: Maintain confidential information, which includes, but is not limited to personnel records, health records, and participant personal and income information 8. In-Kind Contributions: Responsible for contributing to any procedure or activity that fosters the contribution of in-kind funds, through the request of goods, services, cash donations, and/or through encouraging professional, community members and parents to volunteer time to the program. 9. Show interest in furthering professional growth by attending staff meetings, workshops, trainings, and seminars. 10. Maintain confidentiality of program and client related information at all times. 11. Perform all other duties as assigned.

Requirements

Must acquire an ECE State Certificate or 47 ECE related credits within five (5) years of the time of hire
Proficiency with personal computer, including Microsoft Office
Accurate data management, documentation, and recordkeeping skills.
Excellent communication and interpersonal skills
Experience in policy and procedure process
Ability to learn new tasks quickly and efficiently
Ability to handle multiple tasks simultaneously and meet deadlines
Knowledge of office administration procedures
Ability to maintain a good working relationship with all co-workers and the general public and to use good judgment in recognizing the scope of authority
Ability to learn new tasks quickly and efficiently
Ability to read, write and interpret documentation
Strong customer service focus
Ability to work with culturally diverse employee population
These skills and abilities are typically acquired through a combination of experience and training, which would include an associate’s degree in office administration or a closely related field together with two (2) years' work-related experience in an administrative assistant, data clerk or secretary role; or a combination of education, training and experience which will provide the competence and skills to perform the work of the position.
Must be at least 18 years of age
Ability to travel to perform job duties and responsibilities
Must pass initial and periodic background check
Must pass initial and periodic employee health clearance; (present it within forty-five (45) days of employment)
Current Food Handler card; (obtain the training within thirty (30) days of employment)
Current First Aid / CPR cards; (obtain the training within thirty (30) days of employment)
Subject to initial and periodic TB screen
Human Immunodeficiency Virus (HIV / AIDS) training, (obtain the training within thirty (30) days of employment)
Blood Borne Pathogen training; (obtain the training within thirty (30) days of employment and annual)
MMR immunization record or proof of immunity
Subject to drug and/or alcohol testing per IDC Drug and Alcohol policy
Obtain required initial STARS/MERIT training within six (6) months of employment of position
Obtain Fifteen (15) hours continuing in-service training annually (10 must be STARS hours)
Must complete any/all required training related to the position
Must sign a Confidentiality Agreement.

Nice To Haves

Previous Head Start experience
English/Spanish bi-lingual fluency.

Responsibilities

Personnel Administration: Tasks include processing employee paperwork, workplace injury paperwork, maintaining employee data required by state licensor, to ensure licenses, certifications, etc. are current. Assist Center Manager with employee staff schedules, timesheet adjustments and payroll preparation. Participates in interviews, providing input and feedback on candidates, and ensuring protocols are followed. Assist with the collection and organization of pre-employment documents to support a smooth process for new hires.
Office Administration: Tasks include completing, processing Purchase Orders (PO), Expense Reimbursement Requests, reconciling expenditure and maintaining and reconciling petty cash. Responsible for collecting and organizing the component area monthly reports, Child Enrollment Form (CEF’s) Program Activity Forms (PAF’s) and submitting to the Center Manager for review and submission. Maintains resource manuals, ensuring that the information is current. Daily offsite mail pick-up and delivery.
Supplies Ordering: Responsible for maintaining office, health and classroom supplies, including inventory management and placing orders.
Meeting/Training Coordination: Tasks include maintaining meeting/training schedules, organizing events, including reserving and setting up space. Responsible for reminding participants of meeting schedules and promoting strong attendance. Also responsible for accurate meeting minutes.
Recordkeeping: Tasks include processing, verifying and maintaining accurate and legally compliant documentation relating to personnel, In-kind, USDA, safety and financial information. Duties also include maintaining accurate meeting minutes and various filing systems.
Community/Parent Meetings: Participate in community and/or parent meetings as assigned. Responsible for taking notes and/or keeping formal minutes as needed.
Confidential Information: Maintain confidential information, which includes, but is not limited to personnel records, health records, and participant personal and income information
In-Kind Contributions: Responsible for contributing to any procedure or activity that fosters the contribution of in-kind funds, through the request of goods, services, cash donations, and/or through encouraging professional, community members and parents to volunteer time to the program.
Show interest in furthering professional growth by attending staff meetings, workshops, trainings, and seminars.
Maintain confidentiality of program and client related information at all times.
Perform all other duties as assigned.