GELC Sr. Administrative Assistant

Puyallup Tribe of Indians•Tacoma, WA

3d•Onsite

About The Position

The Sr. Administrative Assistant supports the Grandview Early Learning Center (GELC) Administrative Team with complex and confidential administrative work. The role assists with schedules, flyers, announcements, information distribution, and explaining CCDF requirements, policies, and procedures through in-person and telephone contacts. It provides information and direction to families and visitors, supports enrollment and recordkeeping, coordinates meetings and events, and helps maintain office operations, supplies, purchasing, and expenditure records. The position requires taking Puyallup Tribal language classes and working the schedule assigned by the supervisor, which may include opening, closing, or split shifts. It has no supervisory responsibilities and reports to the Director.

Requirements

Associate degree and two years of previous administrative support experience, or a satisfactory equivalent combination of education and experience.
Advanced skills in Microsoft Word, Access, and Excel.
Ability to accurately type 55 words per minute.
Computer knowledge and ability to set up and implement new software applications.
Willingness to attend professional development training.
Ability to maintain strict confidentiality when handling highly confidential information and to work cooperatively with community members and other Tribal departments.
Punctuality and consistent daily attendance.
Ability to interact tactfully and positively with parents and guardians, Tribal members, staff, and management.
Ability to read, analyze, and interpret professional journals, financial reports, and legal documents; respond to inquiries or complaints; write reports and business correspondence; and present information effectively.
Ability to apply mathematical concepts, including fractions, percentages, ratios, and proportions, to practical situations.
Ability to define problems, collect data, establish facts, draw valid conclusions, interpret technical instructions, and work with abstract and concrete variables.
Knowledge of administrative procedures.
Ability to problem-solve.
Valid driver's license and proof of automobile insurance, maintained throughout employment.
Ability to pass a background check before and periodically during employment.
Ability to pass TB testing and maintain CPR/First Aid certification.
Ability to operate a personal computer, multi-line telephone, calculator, facsimile machine, and photocopier.
Ability to read, write, communicate, and interpret information accurately in English.
Ability to meet the position's physical demands, including occasional lifting or moving of up to 20 pounds.

Nice To Haves

Knowledge of accounting procedures.
Knowledge of CCDF program requirements and GELC policies and procedures.

Responsibilities

Greet parents, guardians, and visitors professionally; route visitors, ensure they sign in and out, and provide guest badges.
Ensure children are signed into the online attendance management program and staff sign in and out on the required form.
Track weekly child and staff attendance-ratio data and submit it to the Administration Team; collect and submit monthly classroom attendance data with teachers.
Make and distribute photocopies and facsimiles, compose routine correspondence and memos, and keep application packets available in the lobby.
Screen and route calls to classrooms and administration, take messages, return voicemail calls, follow up as needed, and handle a high volume of calls with proper etiquette.
Provide timely information and direction to families and visitors regarding requested and available services.
Support family enrollment by monitoring incoming emails, explaining requirements and procedures, helping complete applications, securing and filing applications, and updating and distributing information.
Prepare documents and schedule enrollment meetings, and maintain current child enrollment data for current and pending enrollments.
Assist with scheduling staff meetings and trainings; send calendar invitations, cancellations, and reminders; create agendas, take notes, and distribute meeting notes.
Assist with planning, coordinating, and preparing parent nights and community events.
Compose, post, and distribute flyers and announcements.
Pick up and deliver mail and other office information at the Administration Building.
Route and track documents for signatures as part of approval processes.
With management approval, order and purchase Center supplies for classrooms, the kitchen, children, and staff; complete vendor orders through Microix, by telephone, in person, or online.
Research and resolve office operations and system issues and concerns.
Monitor equipment and supply inventory and determine when stock needs to be reordered.
Maintain up-to-date hard-copy and digital expenditure records for accounting or Administration reports.
Receive, distribute, and accurately log incoming and outgoing mail and packages; log forms submitted to other departments for signature; sign for deliveries; and help deliver supplies received through the purchase order system.
Provide backup assistance with Leave Request Forms, including routing for required signatures and approvals and maintaining a leave schedule or calendar.
Provide backup to the Administrative Team and classroom teachers as needed.
Create or update Child Care Center forms as directed by management.
Work the schedule assigned by the supervisor, including opening, closing, or split shifts as needed.
Attend Puyallup Tribal language classes and support GELC's goal of caring for and educating Tribal children through Tribal cultural practices, including the Puyallup Tribal language.
Model and promote a positive work environment, professional peer and vendor relationships, enthusiasm, teamwork, and superior service.
Perform other duties as assigned.