GELC Sr. Administrative Assistant

Puyallup Tribe of Indians•Tacoma, WA

2d•Onsite

About The Position

The Sr. Administrative Assistant supports the administrative team with complex and confidential administrative work for the Grandview Early Learning Center (GELC). The role assists with scheduling, communications, enrollment, attendance tracking, records, purchasing, and office operations, and provides information to families about services, CCDF requirements, and Center policies and procedures. The position requires taking Puyallup Tribal language classes and supporting a positive, collaborative, service-oriented environment among staff, peers, families, and vendors. The position has no supervisory responsibilities and performs other duties as assigned.

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 type 55 words per minute accurately.
Computer knowledge and ability to set up and implement new software applications.
Willingness to attend professional development training.
Ability to establish and maintain professional relationships with community members and Tribal departments while handling highly confidential information professionally and maintaining strict confidentiality.
Ability to report to work on time and maintain 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, and interpret technical instructions involving variables.
Knowledge of administrative procedures.
Valid driver’s license and proof of automobile insurance, maintained throughout employment.
Ability to pass a background check before employment and periodically during employment.
Ability to pass TB testing and maintain CPR/First Aid certification.
Ability to problem-solve.
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 occasionally lifting or moving 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; direct visitors, ensure they sign in and out, and provide guest name badges.
Ensure children are signed into the online attendance management program and staff sign in and out; track weekly child and staff attendance ratios and submit the data to the Administration Team.
Collect monthly classroom attendance data with classroom teachers and submit it to the Administration Team.
Make and distribute photocopies and facsimiles; compose routine correspondence and memos; prepare application packets for public access in the lobby.
Screen and route incoming calls, take messages, return voicemails, follow up as needed, and provide families and visitors with timely information about available services.
Assist families with enrollment, including monitoring email, explaining application requirements and procedures, helping complete applications, securing and filing applications, and maintaining current and pending enrollment data.
Prepare documents for enrollment meetings, schedule the meetings, and assist with scheduling staff meetings and trainings; send calendar invitations, cancellations, and reminders; prepare agendas, take meeting notes, and distribute them to appropriate parties.
Assist with planning and coordinating parent nights and community events; compose, post, and distribute flyers and announcements.
Pick up and deliver mail and office information at the Administration Building; receive, distribute, and log mail and packages, sign for deliveries, and track documents and forms routed for signatures.
With management approval, order and purchase supplies for classrooms, the kitchen, children, and staff; complete vendor orders through Microix, by phone, in person, or online.
Research and resolve office operations and system issues; monitor equipment and supply inventory and arrange reorders; maintain expenditure records in hard copy and digital formats for accounting or administrative reports.
Provide backup support for Leave Request Forms, including routing for 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, which may include opening, closing, or split shifts as needed.
Take Puyallup Tribal language classes and model positive workplace conduct, teamwork, enthusiasm, and strong relationships with staff, community members, and vendors.
Perform other duties as assigned.