Administrative Assistant (Bilingual Spanish)

Acelero Learning•Philadelphia, PA

About The Position

The Administrative Assistant provides administrative support to the Center Director and the Early Head Start Program. The role initiates and coordinates clerical and secretarial functions needed to effectively implement program administrative policies. Performance is evaluated based on role-specific skills, dispositions, and behaviors, as well as general expectations for Acelero Learning employees. The position supports stakeholders and projects through organizing systems, daily clerical and administrative work, visitor and parent assistance, data entry, document preparation, inventory and mail management, records and reporting, and fiscal management support. It also maintains confidentiality, supports professional staff, coordinates meeting minutes and newsletter materials, and operates office equipment. Local or long-distance travel for work-related meetings and functions may be required up to 10% of the time.

Requirements

High school diploma required.
Prior experience with office or general administration.
Physical exam and background checks are required.
Travel locally or long-distance up to 10% of the time for work-related meetings and functions.

Nice To Haves

Associate of Arts or Associate of Science degree in business or a related field preferred.
Bilingual Spanish preferred.

Responsibilities

Provide administrative support to the Center Director, the Early Head Start Program, stakeholders, and projects.
Perform daily clerical duties and general administrative support.
Greet and assist visitors courteously and serve as a point of contact for parent inquiries and general visitors.
Perform data entry for special ongoing projects.
Design and edit drafts of correspondence, reports, forms, charts, memos, and other documents.
Manage office supply inventory and initiate orders.
Manage the mail system and postal needs.
Provide routine clerical support to other administrative assistant levels, including minor word processing, mass mailings, address labels, and document shredding.
Maintain manuals and forms for professional staff and ensure they are updated in a timely manner.
Compile materials for the preparation, editing, and distribution of the monthly newsletter.
Maintain confidentiality of correspondence, documents, discussions, meetings, and calls.
Oversee operation of office machines, including copier, computer, fax, phone, and mail machine.
Attend Head Start operational staff meetings and prepare meeting minutes for timely distribution.
Coordinate record keeping and reporting.
Facilitate fiscal management.
Develop systems to organize information effectively and provide it to others as needed.
Prioritize projects delegated by a variety of staff and complete tasks within specified timeframes and at a high level of quality.

Benefits

Medical, dental, and vision insurance with multiple plan options.
Health Savings Account (HSA) with company contributions up to $800 annually.
Flexible Spending Accounts (FSA) for health and dependent care expenses.
401(k) retirement plan with up to 4% company match and immediate vesting.
Company-paid short-term and long-term disability insurance and basic life insurance.
Up to $500 per year in professional development reimbursements.
Employee Assistance Program (EAP) with counseling and mental wellness support.
Wellness programs, including virtual fitness, nutrition, and mindfulness classes.
Pet insurance, legal assistance, ID theft protection, and employee discount perks.
Average of 5 weeks of paid time off during the first year of employment.
Comprehensive benefits, including 401(k) matching and a 100% vesting program.
Supportive working environment.
Career growth and professional development opportunities.