BASIC PURPOSE:
To provide centralized administrative support for Early Childhood programs.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
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Answer the telephone in a prompt and polite manner, direct calls, and take and relay accurate messages as needed.
- Greet and direct visitors and schedule appointments as needed.
- Perform clerical and general office duties, i.e., typing, filing, faxing, copying, correspondence, invoice processing, and accurate record maintenance as required.
- Compile data and input information for monthly reports.
- Maintain the filing system, inc. program applications, family information, meeting minutes, financial records, correspondence, and attendance records.
- Order office supplies as needed and verify orders upon delivery.
- Maintain office equipment.
- Collect and record fees collected from client parents, issue receipts, and ensure delivery to Fiscal Dept.
- Record monthly child subsidy payments and provide year-end summaries to parents.
- Type, copy, and distribute departmental communications, including parent notices and monthly newsletter.
- Maintain accurate and confidential records concerning participants and families as required by program guidelines.
- Attend staff meetings and training sessions.
NON-ESSENTIAL DUTIES AND RESPONSIBILITIES:
1. Substitute for classroom and kitchen staff in emergencies.
2. Perform other related duties as required.
QUALIFICATIONS:
EDUCATION: H.S.diploma or equivalent.
EXPERIENCE: 1+ years of secretarial training or exp.
SPECIAL SKILLS: Strong customer service and organizational skills, Computer skills (Microsoft Office preferred), Bilingual preferred (Spanish/English).
PHYSICAL REQUIREMENTS: The ability to hear a conversational voice, with or without a hearing aid, the ability to see and read newsprint with or without corrective lenses, and to speak and be understood under normal circumstances.
PERSONAL CHARACTERISTICS: Ability to function within guidelines of the Agency’s core values, identification with Agency mission, ability to build consensus and motivate employees.
