Administrative Assistant I

Description

JOIN THE ECS4Kids TEAM

At ECS4Kids (formerly Episcopal Children’s Services), we honor young children’s immense potential by helping them enter school ready to learn. We cultivate lifelong learners by immersing children in enriching guided experiences and discovery-oriented approaches. Through programs like Voluntary Prekindergarten (VPK), Head Start, School Readiness, Child Care Resource & Referral (CCRR), and more, our dedicated professionals work with families and caregivers throughout Florida to promote children’s well-being. These enable us to strengthen key areas including motor development, cognitive development, social and emotional development, language and communication skills, and problem-solving skills.

Partner with us to help empower communities to rise above generational poverty with comprehensive early childhood education and holistic family support. We have career opportunities available in several counties throughout Northeast and Central Florida. 

ECS4Kids offers a competitive benefit package which includes:

• Medical, dental and vision insurance
• 403(b) plan with 5% employer match
• Employee Assistance Program (EAP)
• Long-term & short-term disability insurance
• Employer-paid life insurance
• Paid holidays
• Generous paid time off
• Career development
• Qualifying employer for Public Service Loan Forgiveness Program

GENERAL DESCRIPTION:

This position has two areas of responsibilities.

1.Assist on the organization and coordination of the ECS Headquarters office and/or Skylark building operations and procedures for organizational effectiveness and efficiency.

2. The Administrative Assistant I provides administrative project support to the HeadStart Director & Head Start Support Staff.

MAJOR RESPONSIBILITIES OF ECS CENTRAL OFFICE AND/OR SKYLARK BUILDING:

1.Provides back-up support to Chief Officer of Center Operations when necessary.

2.Oversee Headquarters office related services involving maintenance & repairs, janitorial services, copy machines, shredder, mailing equipment, etc.

MAJOR RESPONSIBILITIES OF ADMINISTRATIVE PROJECT SUPPORT:

1.Answer multi-line phone lines. Gives accurate and pertinent information and transfer to appropriate department/staff.

2.Checks ECS phone system thru emails and forward messages to appropriate staff.

3.Keeps Office areas neat and organized. Maintain clean, inviting space for visitors.

4.Receives and distributes all mail, packages and deliveries collecting packing slips.

5.Prepares packages for delivery via Fed-Ex.

6.Schedule events on our conference/training rooms for Headquarters and Skylark.(Helpdesk Tickets-Meeting Space)

7.Coordinate transfer and disposal of records as per the retention schedule and policies are carried out effectively.

8.Resolve all assigned tasks requested thru Help Desk.

9.Monitor and maintain office, & cleaning supplies inventory. (Collaborate with cleaning crew and keep inventory)

10.Help maintain all copiers – order supplies, change toner, clear jams, and basic support.

11.Ensure breakroom, meeting/training/conference rooms are clean and fully stocked.

12.Maintain the extension list and center list for the agency.

13.Assist with Data entry for mailing list, graphic design and making copies.

14.Assist with the organization and implementation of special events, trainings &meetings.

15.Create purchase orders from requisitions.

16.Manage and resolve problems due to delivery, quality, and pricing in a timely manner. (Helpdesk tickets request from fiscal)

17.Tracking, placing, and following orders placed for program supplies orders.

18.Assist with pre-service and in-service training as needed.

19.Schedule and communicate appointments and meetings as requested.

20.Coordinate orders for Head Start support staff as needed.

21.Record minutes of meetings, as required.

22.Assists applicants/clients with paperwork prior to scheduled interview or Live Scan.

23.Develops visual and audio presentation materials as requested.

24.Coordinate all travel arrangements for conferences (hotels, travel, etc.)

25.Order food for events and meetings.

26.Order HS/EHS staff business cards, Door plates and name badges.

27.Make credit card purchases.

28.Attend conferences and workshops in alignment with program duties.

29.Coordinates car assignments for ECS vehicles.

30.All other duties as requested by the Manager of Administrative Services, Director of HS/EHS and the Chief of Center Operations.

(These essential job functions are not to be construed as a complete statement of duties performed. Employees will be required to perform other relat