GELC Sr. Administrative Assistant

Puyallup Tribe of Indians•Tacoma, WA

6d•Onsite

About The Position

Assists Administrative Team with the complex and confidential administrative work for the Grandview Early Learning Center. Assists with schedules, flyers, announcements and disseminates information and helps explain CCDF requirements and policies & procedures through personal and telephone contacts.

Requirements

Associates Degree and two years of previous administrative support is required; or a satisfactory equivalent combination of education and experience.
Advanced skills in Microsoft Word, Access and Excel required.
Must be able to type 55 words per minute accurately.
Must have computer knowledge and able to set up and implement new software applications.
Must be willing to attend training for professional development.
Works cooperatively to establish and maintain professional relationships with the community members and other Tribal departments that are responsible for sharing highly confidential information.
Works with a variety of highly confidential information and, as a result, handles the information professionally and maintains strict confidentiality at all times.
Report to work on time and maintains consistent daily attendance at work.
Ability to interact tactfully and positively with parents/guardians, Tribal members, all levels of staff and management.
Ability to maintain a high level of confidentiality.
Ability to read, analyze and interpret common professional journals, financial reports, and legal documents.
Ability to respond to common inquiries or complaints from staff and regulatory agencies.
Ability to write reports and business correspondence.
Ability to effectively present information and respond to questions.
Ability to effectively present information to management, employees and groups of people.
Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid geometry and trigonometry.
Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
Ability to define problems, collect data, establish facts, and draw valid conclusions.
Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
Knowledge of administrative procedures required.
Must have and maintain a valid driver’s license and proof of automobile insurance.
Must be able to pass a background check prior to and periodically throughout employment.
Must pass TB Testing and have and maintain CPR/1st Aid Certification.
Must demonstrate ability to problem solve.

Nice To Haves

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

Responsibilities

Greets parents, guardians and visitors while maintaining professionalism at all times. Routes incoming parents and visitors and directs visitors to destination. Assure visitors sign in and out each day and create a name badge for all guests and visitors to wear.
Assures children are signed into the online attendance management program.
Assure staff sign in and out each day on the Sign-in/out form.
Track weekly child and staff weekly attendance ratio data and submit data to the Administration Team.
Work with the classroom teachers to collect classroom monthly attendance data, submit data to the Administration Team.
Responsible for making and distributing photocopies and facsimiles.
Composes routine correspondence and memos.
Copies all application packets: Grandview, Subsidized and PTP and has them available for public in lobby.
Screens and routes incoming telephone calls to classrooms and administration, takes messages and returns voicemail calls.
Answers and routes a high volume of incoming calls and messages using proper etiquette.
Follows up as necessary.
Provides timely information and direction to families and visitors regarding requested and available services.
Assists families through enrollment processes including monitoring incoming emails, explaining requirements, policies and procedures, and assists families in completing their applications.
Files and secures family applications, updates and distributes information.
Prepares documents for enrollment meetings, schedules enrollment meetings, and keeps up-to-date child enrollment data for all children current and pending enrollments.
Assists in scheduling staff meetings and trainings for classroom staff and Administrative Team.
Sends out calendar invites, cancellations and reminders.
Creates an agenda and takes notes during all meetings and disseminates to appropriate parties.
Assists with planning, coordinating and preparation of parent nights or community events.
Assists in composing and posting flyers and announcements and distributes as necessary.
Picks up and delivers mail and other office information at the Administration Building.
Assists in various approval processes by routing and tracking documents for signatures.
With management approval places orders & purchases for Center supplies; classrooms, kitchen, children and staff.
Completes vendor orders and purchases in Microix, purchase order system, by telephone, in- person or online.
Researches and resolves office operations and system issues and concerns.
Monitors equipment and supply inventory, and determines needs to re-orders stock orders.
Maintains up-to-date records of expenditures by hard copy and digital format for accounting or Administration reports.
Receives and distributes incoming mail and packages.
Properly and accurately logs all incoming/outgoing mail.
Logs and tracks forms submitted to other departments for signature.
Collects and logs incoming correspondence, sign for deliveries.
Assists in the delivery of classroom/office supplies received through the purchase order system.
Acts as back-up to assist with Leave Request Forms, including routing for all required signatures and approvals, and maintaining a leave schedule/calendar.
Provides back-up to Administrative Team and classroom teachers as needed.
As directed by management personnel, creates or updates forms for Child Care Center.
Required to work schedule assigned by supervisor (opening, closing, split shift, etc.) as needed.
It is the goal of GELC to support Tribal children to learn and be cared for in Tribal cultural practices including Puyallup tribal language. The person in this position is required to take Puyallup Tribal language classes.
Serve as a role model for GELC staff to create a positive work environment, develop and cultivate positive peer and vendor relationships.
Support a culture of enthusiasm, teamwork and superior service among all staff, peers, and vendors.
Performs other duties as assigned.