ELC West Pre- K - Administrative Assistant

KenCrest•Detroit, MI

About The Position

Under the direct supervision of the Program Coordinator, the Administrative Assistant performs administrative duties and supports all staff in the program. As an initial contact for families and the community, the role helps create a welcoming tone for those contacting the center. Duties include data entry in multiple systems, email, scanning, typing, scheduling, record keeping, tracking and filing, payroll support, meeting coordination, ordering and stocking supplies, responding to correspondence, and maintaining confidential information. The role requires independent judgment to plan, prioritize, organize, and execute multiple tasks. The position supports the safe operation of the center, maintains confidential child and family records, provides administrative support to the Program Coordinator and staff, and helps manage communications, attendance, supplies, timecards, reporting systems, equipment, and facility maintenance requests. The employee may also provide support for center needs, such as taking a child to the bathroom, serving lunch, or covering a break. The work is performed in an early learning environment.

Requirements

High school diploma or equivalent.
One to three years of work experience in an office setting or other relevant administrative experience.
Typing and computer proficiency, including efficient use of Microsoft Word, Excel, Outlook, and online systems.
Proficiency in English as a primary language.
Experience with a variety of office or business machines.
Professional demeanor.
Efficient time-management and organizational skills.
Effective verbal and written communication skills.
Flexibility and problem-solving skills.
Ability to work independently when required.
Ability to work positively and effectively with KenCrest staff and others.
Ability to work in a fast-paced environment, juggle and prioritize competing tasks and demands, and seek supervisory assistance as appropriate.

Nice To Haves

Bilingual skills.

Responsibilities

Assume responsibility for the safe supervision of children as defined in the Safe Supervision Policy.
Respect and maintain the confidentiality of child, family, billing, and program information, and help staff comply with applicable local, state, and federal requirements concerning client information.
Oversee forms, reports, records, and file systems routinely and upon request.
Help orient staff to office equipment, general office procedures, and the telecommunication system.
Answer phones professionally, take and relay messages promptly, respond to email, and follow up on contacts from the public, affiliates, families, and other KenCrest offices.
Receive and distribute incoming mail and prepare outgoing mail.
Enter attendance daily, including notes for absences.
Monitor the facility’s main entrance, greet visitors, grant entry to appropriate people, and ensure staff and visitors sign in.
Provide administrative support to the Program Coordinator and staff, including data entry, meeting notes, email, scanning, typing, faxing, copying, and filing.
Support center needs as appropriate, which may include taking a child to the bathroom, serving lunch, or covering breaks.
Work with the Program Coordinator and FSR to ensure staff are assigned where needed.
Maintain current office contact information for the site and help track and communicate with families about required forms.
Act as a center point of contact when the Program Coordinator is absent, support safe center operations, and contact supervisors about unusual situations.
Help maintain a clean, comfortable, safe, and healthy office environment; follow health and safety procedures and promptly report incidents.
Maintain supply inventory and place orders as needed.
Support petty cash submissions and daily timecard adjustments.
Accurately enter data into reporting systems, including COPA, Pelican, and COR, and meet reporting deadlines.
Keep skills and knowledge current for office equipment and computer systems.
Arrange equipment service repairs, complete simple office equipment repairs, and initiate and follow up on site maintenance and IT work orders.
Demonstrate commitment to KenCrest’s mission and PRIDE values, participate in program or agency activities and the broader community, and share ideas and peer support.
Perform other duties as assigned.