Administrative Assistant - Children's Center - Temporary

Tahoe Forest Health System•Truckee, CA

4d•Onsite

About The Position

Serves as a point of contact in front office for internal and external stakeholders, performs clerical and administrative tasks, cultivates an organized work environment, oversees communication channels, manages resources and serves as a confidential administrative assistant to the Children’s Center Director. This is a temporary position.

Requirements

Associate's Degree in business administration, office management, or a related field; relevant work experience may be considered in lieu of formal education.
2-3 years relevant experience
Proven experience in managing office systems or related roles, with a record of accomplishment of success in managing office operations and supporting organizational objectives.
Strong organizational and multitasking skills, with the ability to prioritize tasks, manage competing priorities, and meet deadlines in a fast-paced environment.
Excellent communication and interpersonal skills, with the ability to interact professionally with Director, Lead Staff, staff, clients, vendors, and other stakeholders at all levels of the organization.
Able to cultivate a productive and organized work environment.
Proficiency in office software applications, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Adobe, Teams or Zoom.
Attention to detail and accuracy in data entry, document preparation, and recordkeeping, ensuring completeness, correctness, and confidentiality of information.
Problem-solving and decision-making skills, with the ability to analyze situations, identify issues, and implement effective solutions to resolve problems and improve processes within scope of duties.
Adaptability and flexibility in responding to changing needs, priorities, and circumstances, with a proactive and solutions-oriented approach to managing office operations.
Commitment to professionalism, integrity, and confidentiality, maintaining discretion and confidentiality in handling sensitive information and personnel matters.

Nice To Haves

Bachelor's degree in business administration, office management, or a related field; relevant work experience may be considered in lieu of formal education.

Responsibilities

Functions as in front office point of contact for internal and external stakeholders, including clients, vendors, facility maintenance, and visitors.
Greets incoming and outgoing individuals.
Maintains a clean and orderly office space, reception area and common areas, including sanitation and disinfecting common areas and high touch surfaces for infection control.
Addresses inquiries and provides assistance as needed.
Answers phones, directs calls, and provides information.
Provides front line security measures, including access control of facility to safeguard personnel, assets, and facilities.
Welcomes visitors for meetings, and ensures meeting room is set to support need.
Monitors vendors, maintenance personnel, guests, visitors inside the facility.
Reminds Lead staff of bi-annual center-wide fire drills, maintains reports for compliance reviews.
Serves as a confidential administrative assistant to Center Director. Maintains confidentiality and coordinating calendars by scheduling/organizing meetings and appointments, including phones, meeting minutes, communication, correspondence, memos, meeting agendas, etc. Serves as conduit to inform Director of concerns, information, updates, inquiries, or other important matters.
Performs administrative and clerical tasks, such as copying and printing materials, maintaining organization records and files, collecting and delivering correspondence and mail, preparing monthly revenue reports, preparing annual Immunization reports, inputting client data entry, processing monthly client billing, processing invoices, ordering supplies, maintaining forms, ordering catering, depositing checks, creating work orders, updating and verifying State of California required postings, composing and distributing staff and client information, scheduling staff classes and trainings, maintaining confidentiality, and establishing workflows, systems, and protocols to optimize efficiency, productivity, and organization of administrative tasks.
Represents the organization in a professional manner, both internally and externally, demonstrating integrity, professionalism, confidentiality and discretion in all interactions and communications.
Oversees center-wide communication channels, including answering and monitoring internal phone systems, monitoring email accounts, efficient use of internal technology platforms, and ensuring timely and effective communication among Director, staff and stakeholders.
Promotes a positive and inclusive culture across all staff and clients. As directed, coordinates employee engagement of team-building activities and recognition programs. As directed, assist with client engagement activities.
Maintains staff personnel records or other employee information, including assembling and verifying completed staff files, auditing staff files, initiating new staff onboarding, providing support for staff use of internal systems, ensuring staff signatures on assigned training binders and other materials, maintaining a current employee list, and maintaining a current Labor Pool employee form.
Creates an environment where employees have what they need to work effectively, includes solving unexpected issues quickly. Acts to reduce obstacles and improve efficiency. Reports concerns to Director.
Maintains facility supply inventory by checking stock, anticipating needed supplies, evaluating new or cost effective products, placing orders for supplies, and verifying receipt of supplies.
Serves as timekeeper by reviewing staff payroll in a timely manner for Director’s approval. Brings discrepancies to the attention of the Director.
Maintains a working knowledge of Children’s Center parent and staff policies and procedures.
Maintains working knowledge of hospital and State of California Licensing policies, procedures, and standards, regulatory updates, health and safety guidelines, and TFHS and TFCC protocols and policies, reports updates and non-compliance to Director.
Maintains accurate client information and files, ensuring child files are complete, routinely auditing files for accuracy, identifying and properly disposing of child files, maintaining working knowledge and integrity of computer software, entering and verifying client information, maintaining monthly classroom roll call sheets, providing staff with timely updates, and verifying attendance forms for subsidized children.
Ensures stewardship of District resources.
Accurately manages client billing and accounting system.
Follows Hospital and Center accounting procedures for reporting and depositing of funds.
Reconciles monthly revenue reports and report to Director.
Routinely audits accuracy of client attendance and monthly charges.
Processes and deposits all payments per TFCC and TFHD accounting procedures.
Adjusts client account for extra attendance charges, late charges, absent credits per TFCC policy.
Processes monthly client billing and accounting reports for Director’s review.
Prioritizes tasks and follows work through to completion.
Assists Director or Lead teachers in projects, as requested.
Other duties may be assigned, including, classroom support staff in emergencies.
Demonstrates System Values in performance and behavior.
Complies with System policies and procedures.