Administrative Assistant for ECE Department
About The Position
PURPOSE/SCOPE OF RESPONSIBILITY To assist the Department Director/Coordinator in all administrative functions of the department including but not limited to department communication, staff and children’s records, accounting records, licensing compliance, coordination of scheduling and interface with early childhood members. Establish and maintain positive communication with staff, parents, potential families, and other agencies. ESSENTIAL DUTIES AND RESPONSIBILITES Check all designated areas to assure everything is safe. Answer all phone calls and take messages when needed. Assist with morning arrival and dismissal. Collect all paperwork from classrooms after arrival. Divide and deliver lunch to classrooms daily. Store all food and drinks accordingly. Coordinate Classroom coverage as needed. Serve as substitute when necessary. Completing and maintaining all paperwork as necessary for the program. Coordinate student and staff files to maintain current information. Facilitate communication of information about JCC programs as needed to potential members and guests. Ensure adherence to Department of Health guidelines for children and staff records. Maintain current records for students and staff as required by the DOH Bureau of Daycare ensuring confidentiality at all times. Maintain and respect confidentiality of child, parent, staff and other Center issues. Record daily staff attendance records. Assist in preparation of parent and teacher materials and coordinate distribution as needed for the department. Establish and maintain positive communication with parents, colleagues, consultants, etc. Assist in resolution of non-educational problems such as transportation. Maintains inventory records for instructional /instructional materials, office supplies and snacks for the Department. Schedule and Maintain staff training plans. Record and track required trainings. Schedule outside vendors who provide specific trainings. Prepare required accounting documents. Prepare invoices for sign off. Order supplies and prepare invoices for approval. Coordinate and confirm appointments for meetings and tours with Director/Coordinator. Conduct tours when necessary. Appropriately represent the Center in all forums. Assist in the coordination of Early Childhood Center and Community Events. Additional tasks as assigned by the ECE/FFF Director
Requirements
- Proficient in Microsoft Word and Excel
- Effective written and verbal communication skills
- High School Diploma
- Fingerprint Clearance (Department of Department of Education)
- New York State Central Registry Clearance
- Annual Medical Clearance Required
- Annual Trainings
Nice To Haves
- Prior experience in School Setting preferred
Responsibilities
- Assist the Department Director/Coordinator in all administrative functions of the department
- Department communication
- Staff and children’s records
- Accounting records
- Licensing compliance
- Coordination of scheduling
- Interface with early childhood members
- Establish and maintain positive communication with staff, parents, potential families, and other agencies
- Check all designated areas to assure everything is safe
- Answer all phone calls and take messages when needed
- Assist with morning arrival and dismissal
- Collect all paperwork from classrooms after arrival
- Divide and deliver lunch to classrooms daily
- Store all food and drinks accordingly
- Coordinate Classroom coverage as needed
- Serve as substitute when necessary
- Completing and maintaining all paperwork as necessary for the program
- Coordinate student and staff files to maintain current information
- Facilitate communication of information about JCC programs as needed to potential members and guests
- Ensure adherence to Department of Health guidelines for children and staff records
- Maintain current records for students and staff as required by the DOH Bureau of Daycare ensuring confidentiality at all times
- Maintain and respect confidentiality of child, parent, staff and other Center issues
- Record daily staff attendance records
- Assist in preparation of parent and teacher materials and coordinate distribution as needed for the department
- Establish and maintain positive communication with parents, colleagues, consultants, etc
- Assist in resolution of non-educational problems such as transportation
- Maintains inventory records for instructional /instructional materials, office supplies and snacks for the Department
- Schedule and Maintain staff training plans
- Record and track required trainings
- Schedule outside vendors who provide specific trainings
- Prepare required accounting documents
- Prepare invoices for sign off
- Order supplies and prepare invoices for approval
- Coordinate and confirm appointments for meetings and tours with Director/Coordinator
- Conduct tours when necessary
- Appropriately represent the Center in all forums
- Assist in the coordination of Early Childhood Center and Community Events
- Additional tasks as assigned by the ECE/FFF Director
Benefits
- subsidized options for Medical
- offerings for Dental and Vision coverage, FSA and Dependent Care
- free LTD, STD, Life Insurance, a Pension, 403B, generous program discounts, free membership, ample time off and much more!
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
