Administrative Coordinator

Jefferson County • Arvada, CO

3d • $27 - $30 • Onsite

About The Position

The Administrative Coordinator is responsible for high level administrative support functions which may include data-entry, record-keeping, financial entries, purchasing, and general program support for the Head Start division. Must be comfortable using technology across multiple platforms. Acts as a liaison to other departments and divisions. This person must be eager to join a learning environment that offers the opportunity to build a network with a diverse group of people, bilingual Spanish is strongly preferred. The Administrative Coordinator has previous experience in an administrative role and works to create and maintain a positive work environment. This position ensures exceptional communication and organization, prioritizing and anticipating the needs of the office while responding to inquiries from other divisions, departments, and the public in a professional manner. The ideal candidate is a decisive leader, detail oriented, and an excellent communicator, who prides themselves on their patience and willingness to have challenging conversations in a professional manner, providing excellent customer service experience with staff and external partners. Jefferson County Head Start is a comprehensive, no-cost infant/toddler and preschool program serving kids who are 6 weeks to 5 years old in Jefferson County (excluding Lakewood). We provide a range of support and services for our children and families. We aim to provide equitable and inclusive services and support to the diverse community we serve.

Requirements

• High School Diploma or GED.
• 3 years of work-related or volunteer-related experience.
• Must have a valid driver's license, if you are from out of state, you must obtain a valid Colorado driver's license within 30 days of hire date and you must not have any major violations, nor more than one DUI, DWI, DWAI conviction in the past three years.

Nice To Haves

• More than three (3) years of customer service experience is highly preferred
• Experience with Microsoft Office/Microsoft 365
• Strong time management and prioritization skills
• Detail-oriented and experience with data entry and financial tracking
• Positive Attitude
• Team player
• Strong preference for someone with the ability to translate written materials between English and Spanish and provide in-person interpretation as needed.

Responsibilities

• Processes confidential matters, including pre-decisional program information, employee background checks, and sensitive child or family information.
• Supports employee onboarding and offboarding and maintains the program’s training calendar; maintains staff training records and on-site personnel files to ensure compliance with Childcare licensing regulations.
• Provides comprehensive program support by participating in division leadership meetings, supervisor meetings, staff meetings, and monthly Parent and Community Advisory Board meetings.
• Takes meeting notes, proactively creates and assigns tasks based on meeting decisions and action items; coordinates agendas, scheduling, materials, and meeting logistics.
• Manages calendars and schedules for meeting and conference rooms; develops and communicates agendas and schedules for families and staff.
• Leads data processing functions.
• Maintains the Head Start SharePoint page and other forms of electronic document storage, including organizing file structures, managing document permissions, and coordinating digital training
• Utilizes data entry systems to store, retrieve, and disseminate information.
• Receives and submits invoices for payment to the accounts payable team, including determining appropriate coding to different funding streams in alignment with the budget.
• Maintains records for program donations and in-kind contributions.
• Communicates division information with various internal and external staff, parents, and community partners.
• Develops mailing lists and supports creation of promotional items.

Benefits

• medical, dental, and vision insurance
• paid time off and holidays, including a starting bank of 40 hours of PTO for new hires
• retirement matching
• wellness programs
• tuition reimbursement

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 501-1,000 employees