Administrative Assistant II

CHESS • Santa Fe, NM

1d • Onsite

About The Position

The position is the first point of contact for families, students, faculty, staff, vendors, and visitors; maintains accurate child and family records; completes routine data entry; and assists the Director, Assistant Director, and Office Coordinator with day-to-day office needs while supporting continuous quality improvement.

Requirements

• Excellent customer service, interpersonal communication, and front-desk professionalism.
• Strong organizational, time-management, data-entry, and record-maintenance skills.
• Ability to communicate clearly and professionally, orally and in writing, with a diverse community.
• Ability to maintain confidentiality and use discretion with child, family, personnel, and student information.
• Ability to follow established procedures, recognize exceptions, and refer non-routine matters appropriately.
• Ability to prioritize competing tasks in a busy early childhood office environment.
• Proficiency with Microsoft Office Suite and ability to learn SmartCare, Banner, Workday, EPICS, Wonderschool, ECECD-PDIS, and related systems.
• Ability to prepare accurate routine correspondence, spreadsheets, forms, reports, and electronic records.
• Ability to establish effective working relationships with families, faculty, staff, students, vendors, and community partners.
• High School Diploma or GED
• One (1) year clerical experience

Nice To Haves

• Bilingual (English/Spanish)

Responsibilities

• Provide front-desk reception and customer service for families, visitors, students, faculty, staff, vendors, and community members while maintaining confidentiality and referring non-routine matters appropriately.
• Support waitlist administration and enrollment for new and returning children in accordance with established program priorities, policies, and procedures.
• Maintain accurate child, family, classroom, attendance, billing-status, allergy, and enrollment information in approved administrative systems.
• Maintain organized child, personnel, and administrative records and monitor required documentation for completeness and timely renewal.
• Provide routine administrative and records support for CACFP and other program compliance requirements under the direction of the Office Coordinator and Kids Campus administration.
• Support routine office operations, including approved purchasing, inventory, deliveries, vendor coordination, and service requests.
• Prepare routine correspondence, publications, forms, spreadsheets, meeting materials, and website updates using approved information.
• Provide administrative and logistical support for meetings, orientations, family-engagement activities, professional development, special events, and community outreach.
• Organize and prioritize assigned administrative work, address routine questions within established procedures, and support continuous quality improvement.
• Perform other related administrative-support duties as assigned.

Benefits

• Salary Grade: CS113
• Minimum starting salary $19.13 p/hr.
• Final offer will be based on relevant experience, education and other applicable factors.
• Criminal background check
• Educational verification

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED