Administrative Assistant - Children's Center - Temporary

Bargaining Unit: Non Represented - Professional

Rate of Pay: $37.99/hour + DOE (Base Pay of $36.19 includes 5% temporary rate)

Summary
Serves as a point of contact in front office for internal and external stakeholders, performs clerical and administrative tasks, cultivates an organized work environment, oversees communication channels, manages resources and serves as a confidential administrative assistant to the Children’s Center Director.

Essential Duties and Responsibilities

• Functions as in front office point of contact for internal and external stakeholders, including clients, vendors, facility maintenance, and visitors.
  
  • Greets incoming and outgoing individuals.
  • Maintains a clean and orderly office space, reception area and common areas, including sanitation and disinfecting common areas and high touch surfaces for infection control.
  • Addresses inquiries and provides assistance as needed.
  • Answers phones, directs calls, and provides information.
  • Provides front line security measures, including access control of facility to safeguard personnel, assets, and facilities:
    
    • Identifies non-parent guests with picture ID and verifies parent approval, guides guest to sign in/out per policy and escorts guest while at the Center.
• Welcomes visitors for meetings, and ensures meeting room is set to support need.
• Monitors vendors, maintenance personnel, guests, visitors inside the facility.
• Reminds Lead staff of bi-annual center-wide fire drills, maintains reports for compliance reviews.
• Serves as a confidential administrative assistant to Center Director. Maintains confidentiality and coordinating calendars by scheduling/organizing meetings and appointments, including phones, meeting minutes, communication, correspondence, memos, meeting agendas, etc. Serves as conduit to inform Director of concerns, information, updates, inquiries, or other important matters.
• Performs administrative and clerical tasks, such as
  
  • Copies and prints materials,
  • Maintains organization records and files in compliance with organizational and state policies and procedures,
  • Collects and delivers correspondence and mail, reads/routes/delivers in-coming mail.
  • Prepares monthly revenue reports,
  • Prepares annual Immunization reports,
  • Inputs client data entry in a timely manner,
  • Processes monthly client billing,
  • Processes invoices for Director approval,
  • Orders supplies,
  • Maintains most updated forms available,
  • Identifies and properly disposes of out-of-date forms
  • Orders catering, as directed,
  • Deposits checks per TFHS accounting procedures,
  • Creates work orders, as directed, for facility work, phone issues, IT requests, etc
  • Updates and verifies State of California required postings are accurate and displayed,
  • Composes and distributes staff and client information, as directed,
  • Schedules staff classes and trainings as directed,
  • Maintains confidentiality and protects operations by keeping information confidential.
  • Establishes workflows, systems, and protocols to optimize efficiency, productivity, and organization of administrative tasks.
• Represents the organization in a professional manner, both internally and externally,
  demonstrating integrity, professionalism, confidentiality and discretion in all interactions and
  communications
• Oversees center-wide communication channels, including but not limited to:
  • Answers and monitors internal phone systems,
  • Monitors email accounts,
  • Efficient use of internal technology platforms,
  • Ensures timely and effective communication among Director, staff and stakeholders
• Promotes a positive and inclusive culture across all staff and clients. As directed, coordinates employee engagement of team-building activities and recognition programs. As directed, assist with client engagement activities.
• Maintains staff personnel records or other employee information:
  
  • Assembles and verifies completed staff files on a timely basis. Including but not limited to State Licensing required Personnel Records and supporting documents.
  • Routinely audits staff files in preparation for annual Licensing review.
  • Initiates new staff onboarding, including fingerprinting process, IT email and phone assignments, ensures completion of orientation assignments, and as directed, schedules new employee trainings as required by TFHS and TFCC
  • Provides support for staff use of internal systems including BrightWheel, Health Stream, use of telephone system, computer access, UKG and time/attendance system. Refer staf