What are the responsibilities and job description for the Senior Administrative Associate, ECE Data Integration position at FIRST 5 ALAMEDA?
Job Details
Description
Coordinate and provide advanced administrative, operational and procedural support to the ECE Data Integration team and assist with implementing data system initiatives and maintenance, reporting, training, events and contracts.
- Prioritizes, organizes, and provides all general administrative support to the ECE Technology & Design Team, with a focus on supporting administration of data systems used for First 5 ECE program implementation.
- Plans and provides administrative and logistical support to assigned program meetings/trainings; coordinates meeting responses, supports pre- and post-meeting communications, arranges logistical aspects of meetings (ex, catering, equipment, room arrangements, preparation of meeting materials and documents), and takes, produces, and distributes minutes.
- Prepares, processes, and maintains contract documentation; processes award/vendor invoices, ensuring that contract provisions are met, appropriate approvals are obtained, and payments are coded accurately; maintains records of contracts-related expenses.
- Maintains required supplies and materials for assigned programs, coordinates orders with agency administrative support and outside vendors as needed.
- Interfaces with external community partners, agencies, program participants, the general public, and staff to provide Early Care and Education technology and program information and administrative coordination; provides follow-up as needed.
- Recommends changes to and assists with developing administrative procedures or processes to increase operational effectiveness.
- Enters and maintains accurate records in electronic and paper form, including in First 5 Alameda County (Agency) web-based applications, database records, contract information and invoices, survey and study data, and various program/administrative files for ongoing and ad hoc data quality and system initiatives.
- Provides technical assistance supporting ECE providers and partners in accessing and entering information in web-based applications, and reviews information First 5 Alameda County receives for completeness and accuracy with procedural guides and checklists provided.
- Monitors data system helpdesk mailbox(es). Responds to data entry support requests and flags system issues or complex inquiries for manager(s).
- Produces, copyedits, and/or distributes materials in diverse formats including correspondence, meeting agendas and minutes, forms and data system/program materials.
- Coordinates and maintains information on the Agency’s intranet, website and related media.
- Updates tasks in project plans and/or support desk ticketing tools.
- Performs special projects such as researching information, summarizing data, evaluating alternatives and preparing narrative or statistical reports.
- Coordinates agency-wide requests for translation of written materials; receives requests and distributes to appropriate vendors, provides follow-up as needed, and maintains accurate records of services provided.
- Provides general strategy/agency administrative support as needed.
- Additional projects and duties as assigned.
Qualifications
Minimum Qualifications
Any combination of training and experience that would provide the required knowledge, skills, and abilities is
qualifying. A typical way to obtain the required qualifications would be
- Equivalent of four years’ relevant administrative experience
- Associate Degree or Equivalent of two years of college (90 quarter units or 60 semester units) from an accredited college or university may be substituted for 2 years of experience. A Bachelor’s Degree from an
- accredited four-year college or university may be substituted for an additional 2 years of experience.
Other
- Some evening and weekends required
- May occasionally travel within Alameda County
Knowledge of:
- The field of early care and education and challenges it faces in financing, staffing, and technology limitations preferred
- State requirements around quality early care and education, including the reporting requirements for Quality Counts California and the Common Data File preferred
- Office administrative practices and procedures, including records and file management
- Operation of standard office equipment; prefer experience with audiovisual equipment
- Software including intermediate Word, Excel, PowerPoint and Outlook
- Basic budgetary and financial record-keeping techniques, including processing invoices and contracts
- Research and report preparation principles
- Event or training logistics is strongly preferred
- Intermediate-to-Advanced Virtual Meeting Tools such as Zoom and MS Teams
Ability to:
- Organize and prioritize work, and work well under deadline pressure in a fast-paced organization
- Deliver high-quality customer service supporting the use of technology to a diverse population, in person, by email and telephone
- Communicate effectively, verbally and in writing, including the ability to write and produce reports and meeting minutes
- Think proactively, anticipate problems, analyze situations, consider alternatives and develop effective solutions
- Exercise judgment within established policies and procedures
- Take initiative and work independently with little supervision
- Establish and maintain courteous, professional, and effective working relationships with those contacted in the course of work, work as part of a team
- Maintain accurate records and files, pay close attention to detail
- Meet attendance requirements of the position, be punctual and timely in meeting all requirements for work performance
- Adapt, with minimal or no advance notice, to changes in agency operations and work assignments or procedures
Please note:
- We are currently working a hybrid 2 day per week in-office schedule and employees also come to the office to attend meetings and as requested.
- All First 5 employees must live and work in California.
- The salary range for this position is $70,000 to $95,000 and as an independent government agency, the posted salary is the set salary range for this position. We cannot offer salaries above this posted range.
- We conduct reference and background checks for all potential employees.
About First 5 Alameda County
First 5 Alameda County believes every child in Alameda County should have optimal health, development, and well-being to reach their greatest potential. Through innovative programs and policy advocacy, we help provide children and their families access to resources that support their first five years of development.
Join our mission-driven team that in partnership with the community, supports a county-wide continuous prevention and early intervention system that promotes optimal health and development, narrows disparities, and improves peak years of child development.
First 5 Alameda County Benefits
We offer a comprehensive benefits package with health care options to meet the diverse needs of our employees and their families. These benefits include but are not limited to Medical, Dental, & Vision Coverage, $1,500 credit per year to spend on benefits, Health and Dependent Care Flexible Spending Accounts (FSAs), Employer Paid & Voluntary Life & AD&D Insurance, Long-Term Disability Insurance, Retirement Plans including the ACERA Pension Plan, Commuter Benefits, Employee Assistance Plan and more.
We also offer paid vacation, paid time off and sick time. We have 17 paid holidays including the week between Christmas Day and New Year's Day as paid time off.
Salary : $70,000 - $95,000
