Center Administrative Assistant - Mattawa

Position is responsible for assisting the Center Manager in carrying out personnel and office administration functions.

Distinguishing Characteristics

Inspire Development Centers provides Early Childhood Education (ECE) and social services to more than 4000 children, in center based and home based setting, at more than 27 Child Development Centers (CDC) throughout the State of Washington. Inspire provides services under various federal and state funded programs with differing regulations and stipulations, which must be coordinated and adhered to, including, but not limited to: Regional Head Start (RHS), Migrant Seasonal Head Start (MSHS), Early Childhood Education and Assistance Program (ECEAP) and Early Head Start (EHS). The agency is required to meet an annual quota of non-federal share (in-kind) funds. A large majority of children’s first language is Spanish.

Supervisory and Other Relationships

Position reports to the Center Manager. Although supervision is not a regular part of the job, incumbent may assist in providing training and technical assistance to employees and works closely with department staff and IDC personnel.

Examples of Essential Duties and Accountabilities

The following examples of duties and accountabilities illustrate the general range of tasks assigned to the position but are not intended to define the limits of required duties. Other essential duties may be assigned consistent with the general scope of the position.

1. Personnel Administration: Tasks include processing employee paperwork, workplace injury paperwork, maintaining employee data required by state licensor, maintaining employee roster to ensure licenses, certifications, etc. are current. Assist Center Manager with employee time sheet adjustments and payroll preparation. Coordinate applicant process; organizing and scanning applications/resumes and scheduling interviews. Utilizing Taleo as needed. Assist Center Manager with performance appraisal process; ensuring timelines are met.
2. Office Administration: Tasks include completing, processing and organizing Purchase Orders (PO) and Accounts Payable Vouchers (APV) and reconciling expenditure, and maintaining and reconciling petty cash. Responsible for collecting and organizing the component area monthly reports, Child Enrollment Form (CEF’s) Program Activity Forms (PAF’s) and submitting to the Center Manager for review and submission. Maintains resource manuals, ensuring the information is current. Daily offsite mail pick-up and delivery.
3. Supplies Ordering: Responsible for maintaining office, health and classroom supplies, including inventory management and placing orders.
4. Meeting/Training Coordination: Tasks include maintaining meeting/training schedules, organizing events, including reserving and setting up space. Responsible for reminding participants of meeting schedules and promoting strong attendance. Also responsible for accurate meeting minutes.
5. Recordkeeping: Tasks include processing, verifying and maintaining accurate and legally compliant documentation relating to personnel, safety and financial information. Duties also include maintaining accurate meeting minutes and various filing systems.
6. Community/Parent Meetings: Participate in community and/or parent meetings as assigned. Responsible for taking notes and/or keeping formal minutes as needed.
7. Confidential Information: Maintain confidential information, which includes, but is not limited to: personnel records, health records, and participant personal and income information
8. In-Kind Contributions: Responsible for contributing in any procedure or activity that fosters the contribution of in-kind funds, through the request of goods, services, cash donations, and/or through encouraging professional, community members and parents to volunteer time to the program.
9. Show interest in furthering professional growth by attending staff meetings, workshops, trainings, and seminars.
10. Maintain confidentiality of program and client related information at all times.
11. Perform all other duties as assigned.

Minimum Qualifications

Incumbents are required to demonstrate knowledge and abilities in these areas:

• Must acquire an ECE state certificate OR must acquire 45 ECE related college credits;
• Proficiency with personal computer, including Microsoft Office;
• Accurate data management, documentation and recordkeeping skills.
• Excellent communication and interpersonal skills,
• Experience in policy and procedure process;
• Ability to learn new tasks quickly and efficiently;
• Ability to handle multiple tasks simultaneously and meet deadlines;
• Knowledge of office administration procedures;
• Ability to maintain a good working relationship with all co-workers and the general public and to use good judgment in recognizing the scope of authority;
• Ability to learn new tasks quickly and efficiently;
• Ability to read, write and interpret documentation;
• Strong customer service focus and
• Ability to work with culturally diverse employee population;

These skills and abilities are typically acquired through a combination of experience and training, which would include an associate’s degree in office administration or a closely related field together with two (2) years work related experience in an administrative assistant, data clerk or secretary role; or a combination of education, training and experience which will provide the competence and skills to perform the work of the position. English/Spanish bi-lingual fluency would be a distinct advantage.

Preferred Qualifications

• Previous Head Start experience;
• English/Spanish bi-lingual fluency.

Position Requirements
Incumbents are required to have the following:

• Must be at least 18 years of age;
• Valid Washington State driver’s license;
• Proof of automobile insurance;
• Ability to travel to perform job duties and responsibilities;
• Must pass initial and periodic criminal and background check;
• Must pass initial and periodic Department of Early Learning (DEL) background check;
• Must pass initial and periodic employee health clearance; (present it within forty-five (45) days of employment);
• Current Food Handler card; (obtain the training within thirty (30) days of employment);
• Current First Aid / CPR cards; (obtain the training within thirty (30) days of employment);
• Subject to initial and periodic TB screen;
• Human Immunodeficiency Virus (HIV / AIDS) training, (obtain the training within thirty (30) days of employment);
• Blood Borne Pathogen training; (obtain the training within thirty (30) days of employment);
• Subject to random drug screen;
• Obtain required initial STARS/MERIT training within six (6) months of employment of position;
• Obtain Fifteen (15) hours continuing in-service training annually;
• Obtain Ten (10) hours continuing STARS/MERIT training annually;
• Must sign a Confidentiality Agreement; and
• Must complete and sign a Conflict of Interest Disclosure Statement on an annual basis.

Benefits Information

A summary of benefits associated with this position can be found at https://inspirecenters.org/careers/. To learn more, click on the following link: https://youtu.be/MnlRqkvydRw