ADMINISTRATIVE ASSISTANT - Early Care and Education

Chautauqua Opportunities Inc•City of Dunkirk, NY

13h•$18

About The Position

I. Provides administrative support and tracking to Division Directors. Maintains orderly procedures for all matters pertaining to the Division Director. Coordinates and provides support to advisory board and/or community boards. Full-time Monday-Friday 8:30 am- 4:30 pm $17.68/ hourly 35 hours/weekly II. Position Responsibilities and Specific Duties: · Assists Division Director to move Division forward through aggressive scheduling and compliance with agency management systems · Responsible for being fully informed of all services and activities within the Division or Service Area · Manages the Division Directors’ calendar and prepares for upcoming meetings and/or events · Make all travel arrangements related to agency business for the Division · Handle all daily correspondence and divisional mail distribution · Aligns divisional operations calendar with agency operations calendar · Prepare and distribute information including notices, reports, records, minutes, memos, work orders, purchase orders, justifications, and vouchers · Maintains divisional tracking sheets including, but not limited to: · Budgeting Tracking · Management Tracking · Regulatory Compliance · Incident Tracking · Staffing Tracking · Purchase Orders · Binder Management · Contract/MOU/MOA/CAs · Monitors tracking sheets for completion and communicates with Director as deadlines approach; reports to Director any and all aberrations · Responsible to assist with the division’s hiring process by tracking, monitoring, coordinating interviews, communicating with HR, completing and compiling associated hiring paperwork. · Maintain accurate and up to date files; keeps binders and tracking sheets current · Handle outgoing and incoming calls and take accurate messages · Coordinate & provide support for divisional meetings including room set-up, reservations, food arrangements and taking minutes as assigned · Assists with checking mileage sheets for accuracy · Participate in quarterly Administrative Assistant Meeting and support group · Attend meetings as designated; take accurate minutes and disseminate · Coordinate and provide support to coalitions, advisory boards and/or community boards associated with the Division Director: attend meetings, take accurate minutes and maintain related records · Responsible for drafting posts for social media and website from information provided by division managers/coordinators/staff; posts will be reviewed and approved by Division Director · Serves as Receptionist backup on a limited basis · Provide care and supervision of children on an as-needed basis · Promote agency mission · Maintains strict confidentiality and complies with Code of Ethics · Maintains consistent professional customer service · Job performance incorporates integrated service delivery model while promoting self-sufficiency · Participates in the larger team of the agency through committee structures, planning, policy development and volunteerism · Other duties as assigned by supervisor

Requirements

Associate Degree in Administrative Office specialist, Applied Sciences, Applied Arts, English, Business Administration, Human Services or Administrative Professional Certificate required
2 years previous experience performing administrative assistant duties or clerical functions.
Strong computer skills; proficient in Microsoft Office (Word, Excel, PPT) and Google Docs/ Drive.
Knowledge of Social Media and Website posts.
Ability to compose accurate correspondence and communicate effectively with the public.
Strong customer services, interpersonal, and team building skills.
Excellent organizational, written and verbal communication skills required
Flexibility
Ability to problem solve
Valid driver’s license with the ability to travel throughout the county, preferred
Ability to lift 50 lbs.
Must be able to provide consistent even tempered customer service at all times.

Nice To Haves

Bachelor's Degree preferred.

Responsibilities

Assists Division Director to move Division forward through aggressive scheduling and compliance with agency management systems
Responsible for being fully informed of all services and activities within the Division or Service Area
Manages the Division Directors’ calendar and prepares for upcoming meetings and/or events
Make all travel arrangements related to agency business for the Division
Handle all daily correspondence and divisional mail distribution
Aligns divisional operations calendar with agency operations calendar
Prepare and distribute information including notices, reports, records, minutes, memos, work orders, purchase orders, justifications, and vouchers
Maintains divisional tracking sheets including, but not limited to: Budgeting Tracking, Management Tracking, Regulatory Compliance, Incident Tracking, Staffing Tracking, Purchase Orders, Binder Management, Contract/MOU/MOA/CAs
Monitors tracking sheets for completion and communicates with Director as deadlines approach; reports to Director any and all aberrations
Responsible to assist with the division’s hiring process by tracking, monitoring, coordinating interviews, communicating with HR, completing and compiling associated hiring paperwork.
Maintain accurate and up to date files; keeps binders and tracking sheets current
Handle outgoing and incoming calls and take accurate messages
Coordinate & provide support for divisional meetings including room set-up, reservations, food arrangements and taking minutes as assigned
Assists with checking mileage sheets for accuracy
Participate in quarterly Administrative Assistant Meeting and support group
Attend meetings as designated; take accurate minutes and disseminate
Coordinate and provide support to coalitions, advisory boards and/or community boards associated with the Division Director: attend meetings, take accurate minutes and maintain related records
Responsible for drafting posts for social media and website from information provided by division managers/coordinators/staff; posts will be reviewed and approved by Division Director
Serves as Receptionist backup on a limited basis
Provide care and supervision of children on an as-needed basis
Promote agency mission
Maintains strict confidentiality and complies with Code of Ethics
Maintains consistent professional customer service
Job performance incorporates integrated service delivery model while promoting self-sufficiency
Participates in the larger team of the agency through committee structures, planning, policy development and volunteerism
Other duties as assigned by supervisor