What are the responsibilities and job description for the Early Childhood Administrative Assistant position at Developmental Services, Inc. - Kokomo?
Developmental Services, Inc. (DSI)
Job Description
POSITION TITLE: Early Childhood Administrative Assistant
DIVISION: Early Childhood Services
SUPERVISOR: Family & Community Partnership Manager
CLASSIFICATION: Non-Exempt
PURPOSE:
Provide confidential data entry, filing, and record keeping services for all children’s services programs, as well as monitoring parent passes and parent/visitor access into the building. Receiving and transferring incoming phone calls throughout the agency.
KEY AREAS OF RESPONSIBILITY:
- Ensure the safety of all children in an assigned group and maintain sight and sound at all times. Monitor persons entering the building and ensure approved persons are directed to appropriate location. Maintain visitor log and passes and ensure visitors are escorted appropriately.
- Create a warm, clean, and accepting environment that is inclusive of all children’s needs. Provide a welcoming atmosphere for all families, volunteers, community representatives, and staff. Maintain a professional office environment and keep area in presentable manner.
- Provide receptionist duties for the early childhood office. Answer telephone calls and transfer to appropriate staff or take messages. Assist in making calls to families upon request. Enter information on assigned children and families into a computerized database and tracking system within assigned deadlines. Maintain an updated classroom roster and files. Must be physically capable of typing, communicating on the telephone, accessing filing drawers, using standard office equipment, and assisting with moving children on occasion such as fire and tornado drills.
- Abide by program philosophies on parent engagement and parent participation. Actively participate in planning and implementing parent engagement opportunities.
- Appropriately communicate with families both verbally and in writing. Prepare and complete all Child Care Development Fund (CCDF) paperwork for parents and center, including entering weekly attendance into ILEAD. Take payments for Early Childhood family’s fees and assist with other tuition needs from the business office.
- Model appropriate language and behavior for children, staff, volunteers, and families.
- Report any health, social, or crisis needs of the child or family to management as needed. Document accordingly. Document staff and parent concerns and follow up accordingly.
- Attend all meetings and trainings as required to meet state and federal regulations.
ESSENTIAL JOB SKILLS:
- Excellent and professional communication skills, both oral and written.
- Must possess critical thinking skills.
- Must possess excellent telephone skills.
- Ability to effectively operate equipment such as a scanner and copier and have a working knowledge of computers and related software (i.e. Microsoft Office).
- Must be able to hold and move small children weighing 5-50 pounds.
- Must be able to move and play with small children indoors and outdoors, including routine tasks such as diaper changing and feeding.
- Must be willing to travel with personal or agency vehicles in all conditions.
- Comply with regulatory health requirements, including: providing documentation of an annual physical within 30 days of hire and every five (5) years thereafter; and an annual TB test.
- Display an overall commitment to the agency and program’s mission, values, and vision while maintain a positive, professional image.
- Adhere to all plans, policies, and procedures of Developmental Services, Inc. Programs and the Early Childhood Department.
- Perform all required documentation and reports and submit in a timely manner.
- Assist with additional duties when directed by management.
REQUIREMENTS:
- High School diploma or equivalent required.
- Previous secretarial experience preferred. General knowledge of child development, nutrition, health, and safety is preferred.
- Must have or be able to obtain CPR certification and First Aid certification annually.
- Must have excellent oral and written communication skills and maintain confidentiality with sensitive information.
- Maintain a valid Indiana driver’s license, insurance on personal vehicle (minimum of PLPD with medical liability coverage), and maintain insurability as defined by the agency liability insurance carrier.
The above statements reflect general functions of this job and shall not be construed as a detailed description of all work requirements inherent to the job. The immediate supervisor may elaborate on the above list if the duties come within the employee's realm of responsibility.
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