Administrative Assistant (Seasonal)

Inspire Development Centers • Sunnyside, WA

19h

About The Position

This position is responsible to support Director of Programs and other
supporting departments in a wide variety of administrative and day-to-day office
functions of the Program Office, including but not limited to: housekeeping,
records control, and special projects. This position will provide support to the
management team in the area of reporting measurements from the Program Office
components which include Education, MHD, FCP, Nutrition, Health, Facilities, and
Compliance Departments.

Distinguishing Characteristics

 Inspire Development Centers provides Early Childhood Education (ECE) and social
services to more than 4000 children, in center based and home based setting, at
more than 27 Child Development Centers (CDC) throughout the State of
Washington.  Inspire provides services under various federal and state funded
programs with differing regulations and stipulations, which must be coordinated
and adhered to, including, but not limited to: Regional Head Start (RHS),
Migrant Seasonal Head Start (MSHS), Early Childhood Education and Assistance
Program (ECEAP) and Early Head Start (EHS).  The agency is required to meet an
annual quota of non-federal share (in-kind) funds.  A large majority of
children’s first language is Spanish.

 Supervisory and Other Relationships

 The Administrative Assistant reports to the Director of Programs and works
closely with department staff and IDC personnel.

Requirements

• Associate’s degree in Business Administration or related field , with three (3) to five (5) years’ work related experience
• Strong typing skills (60-70 wpm) with less than five (5) mistakes
• Experience in policy and procedure process
• Excellent communication and interpersonal skills
• Excellent problem-solving and decision-making skills
• Understanding of the interrelationships between services and systems
• Ability to maintain a good working relationship with all co-workers and the general public and to use good judgment in recognizing the scope of authority
• Ability to learn new tasks quickly and efficiently
• Ability to handle multiple tasks simultaneously and meet deadlines
• Ability to gather data for reports
• Strong customer service focus
• Ability to work with culturally diverse population
• Proficiency with personal computer, including Microsoft Office
• Accurate documentation and recordkeeping skills
• Valid Washington State driver’s license
• Proof of automobile insurance
• Ability to travel to perform job duties and responsibilities
• Must pass initial and periodic criminal and background check
• Must pass initial and periodic employee health clearance; (present it within forty-five (45) days of employment)
• Current First Aid / CPR cards; (suggested for Safety Committee Members within thirty (30) days of membership)
• Subject to initial and periodic TB screen
• Subject to random drug screen
• Must sign a Confidentiality Agreement
• Must complete and sign a Conflict of Interest Disclosure Statement on an annual basis.

Nice To Haves

• Previous Head Start experience.
• English/Spanish bi-lingual fluency.
• Supervisory experience.

Responsibilities

• Maintains Office Efficiencies: Responsible for planning and implementing office systems, which include day to day operations and procurement and accounting systems.  Supporting all departments with record keeping, reporting. etc.
• In-Kind Donations: Coordinate submittal of in-kind documentation utilizing efficient and effective systems and processes to ensure accuracy and verifiability.  Tasks include designating and reporting on in-kind contribution goals for each site, monitoring in-kind submissions, and maintaining/overseeing database with in-kind contribution information.
• Administration and Grant Support: Responsible for assisting with preparing grant applications, and other program reporting documents; i.e., board reports, policy council reports, proposals, survey questionnaires, and quality control functions.  Also, screens department mail and routes to appropriate personnel.
• Training Support: Assist in making all detail arrangements for training sessions and/or workshops, and conference to be attended.
• Contract Support: Responsible for assisting with contract review and ongoing monitoring to ensure compliance. Negotiate, monitor and close contracts.  Scrutinize all component service plans to assure quality services in accordance to Head Start Performance Standards and contracts for errors and adherence to agency contract format and appropriate coding.
• Policy Council: Assist with Policy Councils, including participation in meetings in accordance with regulations and PC bylaws.  Coordinate the issuance of timely notices of Policy Council meetings; liaison to Center Managers and Policy Council Members (ECE department activity).  Produces meeting minutes and works in coordination with Parent Governance Specialist.
• Confidentiality: Maintain confidentiality of program and client related information at all times

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 11-50 employees