Administrative Assistant (ECE)

AVANCE San Antonio Inc•San Antonio, TX

39d

About The Position

This position is responsible for assisting the Assistant Director of Early Childhood Education with various administrative tasks in relation to EHS/HS Programs to ensure compliance with AVANCE’s mission and programs, established policies, standards and procedures, and goals, as well as any standards of operation, plans, procedures, and applicable laws.

Requirements

High School Diploma or GED, with formal training in business office procedures, office systems, business communications, and computer literacy.
Proficiency in MS Office with expertise in Microsoft Word, PowerPoint, and Excel.
Ability to analyze and revise operating practices to improve efficiency.
Detail-oriented and comfortable working in a fast-paced office environment.
Exceptional communication skills.
Superior organization skills and dedication to completing projects in a timely manner.
At least two years of administrative assistant or office assistant experience.
Word processing speed and accuracy of 60 WPM.
Must be computer literate, with proficient working knowledge in word processing, spreadsheets, and databases.
Must be bondable.
Excellent written and oral communication skills.
Accurate, detail-oriented, and able to meet deadlines.
Able to handle multiple tasks at one time.
Must have dependable transportation, a valid driver’s license, a clean driving record, current auto liability insurance, and be insurable by AVANCE, San Antonio, Inc.

Nice To Haves

Associate or bachelor’s degree
Bilingual (English/Spanish – Oral and Written)
At least 3 years supporting a director-level or higher supervisor.
Preferred bilingual, but not required.

Responsibilities

Promotes and models the organization’s Core Values.
Monitors and reports on expenses and in-kind revenue.
Generates reports and enters data into systems as needed.
Processes check requests related to specific grants using the assigned coding structure.
Calculates expense drawdowns for federally funded grants as required.
Tracks administrative and T&TA costs.
Processes and maintains credit card expenses.
Assists in planning and organizing staff meetings, staff development, and special events.
Makes meeting arrangements as advised and attends to amenities, facility arrangements, and documentation accordingly.
Ensures deadlines are met and assigned tasks are completed correctly.
Assumes responsibility for maintenance of office equipment, including computers, copy machines, and fax machines.
Maintains office supplies by checking inventory and orders items.
Follows program confidentiality policies concerning information about children, families, and other staff members.
Responds to questions and requests for information from various departments and partners.
Generates memos, emails, and reports when appropriate.
Answers incoming calls and emails.
Attends training as required by applicable programs and AVANCE policy.
Other duties as assigned.