Administrative Assistant II

Compensation:

Salary Grade: CS113
Minimum starting salary $19.13 p/hr.
Final offer will be based on relevant experience, education and other applicable factors.


Instructions to Applicants: A complete application package must include the following required documents. Please upload documents to the Resume Drop Box section of your application.  Incomplete application packages will not be reviewed.

Resume*

* Your resume must fully document your experience.  For each position include job title, description of duties and responsibilities, employment start and end dates (month and year), AND hours worked per week. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position.  In describing your experience, please be clear and specific. We will not make assumptions regarding your qualifications or experience.

Compensation Type:

Hourly

Employment Type:

Fixed Term (Fixed Term)

FLSA:

Non-Exempt

Scheduled Weekly Hours:

40

Position Summary

The position is the first point of contact for families, students, faculty, staff, vendors, and visitors; maintains accurate child and family records; completes routine data entry; and assists the Director, Assistant Director, and Office Coordinator with day-to-day office needs while supporting continuous quality improvement.

Duties & Responsibilities

• Provide front-desk reception and customer service for families, visitors, students, faculty, staff, vendors, and community members while maintaining confidentiality and referring non-routine matters appropriately.
• Support waitlist administration and enrollment for new and returning children in accordance with established program priorities, policies, and procedures.
• Maintain accurate child, family, classroom, attendance, billing-status, allergy, and enrollment information in approved administrative systems.
• Maintain organized child, personnel, and administrative records and monitor required documentation for completeness and timely renewal.
• Provide routine administrative and records support for CACFP and other program compliance requirements under the direction of the Office Coordinator and Kids Campus administration.
• Support routine office operations, including approved purchasing, inventory, deliveries, vendor coordination, and service requests.
• Prepare routine correspondence, publications, forms, spreadsheets, meeting materials, and website updates using approved information.
• Provide administrative and logistical support for meetings, orientations, family-engagement activities, professional development, special events, and community outreach.
• Organize and prioritize assigned administrative work, address routine questions within established procedures, and support continuous quality improvement.
• Perform other related administrative-support duties as assigned.

Knowledge, Skills, and Abilities:

• Excellent customer service, interpersonal communication, and front-desk professionalism.
• Strong organizational, time-management, data-entry, and record-maintenance skills.
• Ability to communicate clearly and professionally, orally and in writing, with a diverse community.
• Ability to maintain confidentiality and use discretion with child, family, personnel, and student information.
• Ability to follow established procedures, recognize exceptions, and refer non-routine matters appropriately.
• Ability to prioritize competing tasks in a busy early childhood office environment.
• Proficiency with Microsoft Office Suite and ability to learn SmartCare, Banner, Workday, EPICS, Wonderschool, ECECD-PDIS, and related systems.
• Ability to prepare accurate routine correspondence, spreadsheets, forms, reports, and electronic records.
• Ability to establish effective working relationships with families, faculty, staff, students, vendors, and community partners.

Minimum Qualifications:

• High School Diploma or GED
• One (1) year clerical experience

Preferred Qualifications:

• Bilingual (English/Spanish)

Physical Demands and Working Conditions:

• Work is performed primarily in a front desk office environment.
• The work includes frequent sitting, standing, walking, reaching, and repetitive hand motions, with occasional bending and lifting of light office or supply items.
• Occasional evening or weekend work may be required for orientations, trainings, or special events.
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