Admin Assistant - temporary (24662)

Northern Rivers Family of Services•City of Schenectady, NY

2d•$20 - $20•Onsite

About The Position

The receptionist is responsible for overseeing and maintaining program records associated with students and compliance/regulatory requirements. You will work on site and report to the program director. General Duties and Responsibilities Provide front desk coverage as needed Filing and copying Create child records as needed Monitor faxes Support administrators and staff as needed Assist in support of compliance with OCFS Day Care license, federal state, and county regulations for programs, buildings and grounds Maintain OCFS regulations binder and digital folder with all building and program inspections, certificates and other required documents Conduct fire drills and other required drills and maintain records as required. Facilitate in Drills by counting staff and children per drill and carrying the drill backpack containing emergency information regarding children Track/ maintain building inspections and routine maintenance for compliance Oversee/ manage Administrative Assistant with Office Supplies & inventory, as needed Oversee/ manage daytime custodial services (JanPro) & supply order Oversee/ manage Amazon and WB Mason orders – office supplies & custodial supplies Track/ prepare & share parent notification letters Oversee/ manage playground/big room schedules - Update, Print, Post, and Email, monthly Oversee/ manage monthly menu – Update, Print, Post, and share on Brightwheel Oversee/ manage office accounts and invoices Manage/ maintain CACFP billing and documentation Audit Classroom Meal Count Sheets & report to Finance Report EHS totals for Board & Policy Report Generate enrollment report, monthly Assist with other program tasks & projects, as needed Neil Hellman Preschool Duties and Responsibilities Oversee/ manage Smartsheet systems, as needed Early Head Start Duties and Responsibilities Oversee/ manage In-Kind Oversee/ manage in-kind TEAM Audit/upload monthly in-kind Ensure all monthly in-kind is submitted Submit/correct in-kind to Finance, monthly Assist with Classroom Diaper & Wipes request & inventory

Requirements

Requires an associate’s degree and at least three to four years of related experience
Some physical exertion is required such as long periods of standing, recurring bending and lifting, and/or lifting of items up to 25 pounds and/or may be required to perform physical interventions.

Responsibilities

Provide front desk coverage as needed
Filing and copying
Create child records as needed
Monitor faxes
Support administrators and staff as needed
Assist in support of compliance with OCFS Day Care license, federal state, and county regulations for programs, buildings and grounds
Maintain OCFS regulations binder and digital folder with all building and program inspections, certificates and other required documents
Conduct fire drills and other required drills and maintain records as required
Facilitate in Drills by counting staff and children per drill and carrying the drill backpack containing emergency information regarding children
Track/ maintain building inspections and routine maintenance for compliance
Oversee/ manage Administrative Assistant with Office Supplies & inventory, as needed
Oversee/ manage daytime custodial services (JanPro) & supply order
Oversee/ manage Amazon and WB Mason orders – office supplies & custodial supplies
Track/ prepare & share parent notification letters
Oversee/ manage playground/big room schedules - Update, Print, Post, and Email, monthly
Oversee/ manage monthly menu – Update, Print, Post, and share on Brightwheel
Oversee/ manage office accounts and invoices
Manage/ maintain CACFP billing and documentation
Audit Classroom Meal Count Sheets & report to Finance
Report EHS totals for Board & Policy Report
Generate enrollment report, monthly
Assist with other program tasks & projects, as needed
Oversee/ manage Smartsheet systems, as needed
Oversee/ manage In-Kind
Oversee/ manage in-kind TEAM Audit/upload monthly in-kind
Ensure all monthly in-kind is submitted
Submit/correct in-kind to Finance, monthly
Assist with Classroom Diaper & Wipes request & inventory