Administrative Assistant III (Center For Early Childhood Education)

/ College of the Canyons•Santa Clarita, CA

11d•Onsite

About The Position

The Santa Clarita Community College District/College of the Canyons is seeking a full-time Administrative Assistant III (Center for Early Childhood Education) in the Instruction division. This position involves performing customer service, receptionist, clerical, and fiscal duties to support the daily operations of the Center for Early Childhood Education. The role requires interaction with faculty, staff, and the community, maintaining office presentation, managing budgets and financial records, organizing enrollment and child information, monitoring sign-in/out procedures, assembling child files, and performing routine administrative tasks. The successful candidate will be an equity-minded individual committed to collaborating with others to close equity gaps and support student success.

Requirements

Three (3) years of full-time equivalent general clerical and office support experience in a position such as administrative assistant, executive assistant, office manager, office coordinator, etc.
Working knowledge of MS Word, Excel and PowerPoint.
Ability to learn, interpret, and apply legal mandates, policies, regulations and guidelines and operational procedure.
Ability to work effectively and demonstrate currency of knowledge with computers and other forms of advanced technology utilized in providing high-quality services.
Ability to work effectively with the public to communicate program information and demonstrate excellent customer service skills.
Ability to apply knowledge of modern office practices and equipment, including automated word processing, record management, filing systems, receptionist and telephone techniques.
Ability to type with speed and accuracy using word processing and other business-related software to produce correspondence, reports, and other documents.
Ability to perform clerical functions utilizing independent judgment.
Ability to develop and maintain cooperative and effective relationships with diverse groups of students, faculty, staff, parents, and outside agencies.
Ability to accurately interpret college and program policies, rules and regulations and apply them to a variety of operational situations.
Ability to apply knowledge of proper English usage, grammar, spelling and punctuation.
Ability to understand and carry out oral and written instructions.
Ability to maintain records and files.
Ability to prepare clear, concise and comprehensive reports.
Demonstrate clear evidence of sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of community college students.

Nice To Haves

Experience working in an early childhood education center.
Advance experience using office technology such as Windows PC applications (Word, Excel, Outlook, PowerPoint, and Access).
Knowledge of business office organization and financial record keeping.
Experience using specialized institutional software and computerized procedures (e.g., Childcare Management System or enterprise resource planning software such as Datatel/Colleague).
Early Childhood Education units.

Responsibilities

Acts as program receptionist.
Interacts with faculty, staff, and the community by telephone, email, and in-person concerning a wide range of subjects relating to the Early Childhood Education – Children’s Center, requiring a thorough knowledge of policies, regulations and procedures.
Refers individuals to appropriate faculty and staff members.
Welcomes visitors and maintains logs, assists with student observations and/or referring to directors.
Maintains a positive physical presentation of external office space to include welcoming reception area, attractive and easily accessible signage and materials, and well organized office functions.
Maintains and monitors all Center budget and financial record systems, including tracking family tuition payments, processing purchases, requisitions and invoices, and collecting fundraising fees.
Organizes and maintains school enrollment records and child information within the Center’s Childcare Management Software, including inputting and updating tuition charges, processing deposits, reconciling family ledger accounts, maintaining classroom and attendance records, tracking schedule changes for children and entering enrollment, emergency, allergy and immunization data.
Monitors the arrival and departure of children’s sign-in/out procedures according to licensing regulations.
Assembles children’s files/enrollment packets maintains waiting lists, keeps daily Center counts, clears and documents daily absences in communication logs to monitor excused, unexcused and best interest day absences of children receiving funded childcare enrollment, relays daily called-in absences/information to teachers and Center staff.
Reviews enrollment/eligibility information for accuracy and completeness.
Maintains children’s files and keeps records in compliance for audit and review.
Maintains mailboxes (child/staff), assists in communication with families and staff distributes approved snack/lunch menus, and maintains conference schedules and center tours.
Assists with annual priority registration mailings.
Prepares Annual Immunization Report for the State of California Health & Welfare Agency.
Gathers information, keeps accurate records, and assists with various state, federal and local reports (i.e. licensing, accreditation, and food program).
Assists with the needs of the Center Advisory Committee (i.e. maintaining RSVP list for workshops, collecting donations (monetary and in-kind), and distributing flyers and notices).
Performs routine administrative tasks including word processing and data entry, faxing and photocopying, and the ordering/maintenance of office supplies, maintains a variety of office files and records, picking up and distributing mail and publications, reviews and screens incoming correspondence and communications and refers matters to other staff as appropriate.
Assembles and composes correspondences independently or in accordance with general instructions and making change recommendations on a wide variety of typed formats, such as forms, notices, flyers, newsletters and other documents necessary for center operation.
Assists with providing work direction, monitoring work schedules, and assisting with training for college assistants and short-term (hourly) employees.
Performs other related duties as assigned.