Administrative Assistant (Early Childhood)

Help USA•The Bronx, NY

10d

About The Position

Under the supervision of the Executive Director, the Administrative Assistant will play a critical role in the successful operation of our Early Childhood Program. The Administrative Assistant is responsible for a wide range of tasks that are essential to the smooth running of the program, including answering calls, data entry and document creation, operating office equipment, bookkeeping, clerical work, family communication, and staff training. The Administrative Assistant will support the program administration in the day-to-day operations of the program. Your responsibilities will include: Administrative Support to the Executive Director and other program departments as needed to ensure effective communication and efficient operation. Assist in maintaining necessary permits and licenses. Assist in the tracking of all staff data to ensure compliance with DOHMH and DOE. Monitoring inventories and ordering office supplies. Assist with CACFP record maintenance, applications, attendance, and meal count as needed. Assist with overall office management, including maintaining a proper file system. Responsible for department inventory; submit invoices; assist in resolving Invoice on Hold issues; respond to vendor inquiries and facilitate follow-ups on payment. Responsible for entering all child and family information into database systems. Responsible for generating reports from database systems for tracking all relevant child and family data, including updating records. Assist with staffing classrooms and maintaining logs. Write and distribute a memorandum to staff and parents as needed by the Executive Director. Perform general office duties, which include answering phones, sending faxes, making copies, and filing. Maintain confidentiality of program records and administrative information. Participate in professional development training as it relates to job responsibilities. Maintain proper documentation on all aspects of job duties. Complete other relevant duties as requested by the supervisor to fulfill job responsibilities.

Requirements

High School diploma or GED required; College degree preferred.
Must have good computer skills (Word, Excel, Access, Email, Internet, etc.) plus 1-2 years of experience working in an office setting.
Must have excellent communication skills (written and oral).

Nice To Haves

Bilingual English/ Spanish helpful but not required.

Responsibilities

Administrative Support to the Executive Director and other program departments as needed to ensure effective communication and efficient operation.
Assist in maintaining necessary permits and licenses.
Assist in the tracking of all staff data to ensure compliance with DOHMH and DOE.
Monitoring inventories and ordering office supplies.
Assist with CACFP record maintenance, applications, attendance, and meal count as needed.
Assist with overall office management, including maintaining a proper file system.
Responsible for department inventory; submit invoices; assist in resolving Invoice on Hold issues; respond to vendor inquiries and facilitate follow-ups on payment.
Responsible for entering all child and family information into database systems.
Responsible for generating reports from database systems for tracking all relevant child and family data, including updating records.
Assist with staffing classrooms and maintaining logs.
Write and distribute a memorandum to staff and parents as needed by the Executive Director.
Perform general office duties, which include answering phones, sending faxes, making copies, and filing.
Maintain confidentiality of program records and administrative information.
Participate in professional development training as it relates to job responsibilities.
Maintain proper documentation on all aspects of job duties.
Complete other relevant duties as requested by the supervisor to fulfill job responsibilities.