Office Assistant

Children's Aid Job Listing • New York, NY

9h • Hybrid

About The Position

The Office Assistant supports the administrative operations of the Early Childhood Division by providing clerical and data management support to the Family Advocate and Leadership Team. This role helps ensure accurate recordkeeping, timely data entry, and efficient day-to-day office operations in support of children's school readiness and compliance with Head Start Performance Standards, New York City Department of Health and Mental Hygiene (DOHMH) Article 47 regulations, and program-specific funding requirements. Reporting to the Program Director, the Office Assistant is accountable for maintaining program records, supporting data management and family engagement activities, providing administrative support, and contributing to the effective operation of the Early Childhood program in alignment with the mission and values of Children's Aid. Children’s Aid Mission To help children in poverty to succeed and thrive. We do this by providing comprehensive support to children and their families in targeted high-needs New York City neighborhoods. Children’s Aid annually serves children and their families at over forty sites in New York, as well as through three national program models. Children’s Aid is concentrating its efforts on creating cradle-through-college pathways in high-need neighborhoods, with a focus on children’s health, family stability, education, and social and emotional development. Culture and Values We put children, youth, and families first: We listen to and incorporate the voices of children, youth, and families in all that we do. We seek equity and transformation in our communities : We courageously work within and outside systems to create opportunities for children, youth, and families. We strive for excellence : We hold ourselves to the highest standards and are committed to continuous learning and improvement. We are powered by collaboration : Our work is stronger when we trust, partner, and respect each other and the communities we serve. We are driven by compassion: We lead with kindness, care, and empathy and believe in the endless potential of the people we serve and our team.

Requirements

• High school diploma or GED required
• Minimum of two (2) years of related administrative or office support experience required.
• Proficiency with Microsoft Office applications, including Word, Excel, and PowerPoint, and experience using electronic data management systems.
• Demonstrated ability to communicate effectively, both verbally and in writing.
• Demonstrated organizational skills with strong attention to detail and the ability to prioritize multiple responsibilities.
• Ability to work effectively in a fast-paced environment while meeting established deadlines.
• Ability to maintain confidentiality and handle sensitive information with professionalism.
• Bilingual in English and Spanish.

Nice To Haves

• Associate degree preferred.

Responsibilities

• Maintain accurate and up-to-date electronic and physical records.
• Perform a variety of administrative support functions, including answering telephone calls, responding to messages, greeting families, and providing general office support.
• Maintain confidentiality of child, family, and program information in accordance with organizational policies and applicable regulations.
• Assist with special projects and other administrative duties as assigned.
• Participate in required trainings, workshops, in-service days, staff meetings, conferences, and supervision activities.
• Perform other related duties as assigned.
• Regularly monitor COPA reports to ensure data is entered accurately and in a timely manner.
• Enter, update, and monitor child and family health information within the program's data management system.
• Enter and maintain attendance records and assist with daily attendance calls to families.
• Support leadership by entering and updating developmental screening information to help ensure screenings are completed within forty-five (45) days of a child's first day of service.
• Enter and update Family Engagement information within the program's data management system.

Benefits

• Equal employment opportunity to all employees and applicants for employment
• Dedicated to maintaining a work environment that is free from harassment and discrimination
• Prohibits retaliation against employees who provide information about, complain about, or assist in the investigation of any complaint of discrimination or violation of the Equal Employment Opportunity Policy.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED