Administrative Assistant - Early Learning

Position Summary:

To provide professional administrative support to the ECEAP and childcare programs and staff. Lead all aspects of ECEAP and childcare program administration, including tuition, subsidy billing, meal count and attendance, record keeping, bill collecting, documenting for government programs, and supply inventory & ordering.

Responsibilities:

Administrative and clerical support

• Provide professional reception, telephone, visitor, mail, scheduling, and general clerical support for early learning
• Maintain confidentiality and follow HIPAA, safety, security, and agency protocols
• Maintain parent resource boards, program materials, and ProCare information
• Receive and receipt all billing
• Maintain cleanliness of reception, meeting spaces, and common areas and follow opening and closing procedures
• Maintain positive, outgoing team atmosphere toward staff and clients

Early Learning Program Administration

• Maintain accurate family, child, and immunization records in the system
• Collect fees and subsidy payments for all billings to include submitting subsidy invoices and maintaining accurate subsidy records in collaboration with agency finance department
• Maintain accurate enrollment including updating ProCare and IntelliKids
• Maintain program forms and records including attendance, meal counts, and documentation for all state and federal programs
• Support program managers in maintaining compliance with state and federal reporting in electronic databases
• Coordinate ordering of supplies and equipment, maintain inventory and assist with ticketing for facility repairs and maintenance
• Coordinate with program managers, EL leadership, and agency finance staff to support effective center operations
• Perform duties as requested

Job Requirements:

This position normally requires the physical demands of standing, walking, bending, lifting up to 50lbs or performing other work requiring medium physical exertion, talking and hearing and adequate vision on a regular basis to perform the job requirements. These physical demands are required up to 70% of the time.

Physical Requirements:

This position normally requires the physical demands of sitting, standing, walking, bending, lifting or performing other work requiring low physical exertion, talking and hearing on a regular basis to perform the job requirements. These physical demands are required up to 90% of the time.

Non-Physical Requirements:

Education

• High school diploma or GED required
• 2 years college or business school training preferred

Experience

• Prior administrative or clerical experience required

Special Skills

• Pleasant, professional, welcoming and friendly demeanor with staff and clients
• Detail-oriented and able to manage multiple-line telephone system in a busy office setting, which requires multiple task management
• Comfortable with standard office equipment and general computer skills including use of Microsoft Office
• Bilingual (English/Spanish) preferred, but not required

Employment is conditional upon:

• Being cleared by criminal background check and fingerprinting when required

Wage Range: $19.50 - $23 hourly, depending on education and experience

Work Schedule: Monday - Friday, 8am to 5pm

Benefits:

• 13 paid holidays, 12 days of vacation, 12 days of sick leave per year
• Health insurance including medical & prescription coverage, with optional dental and vision insurance plans. Majority of premiums paid by Catholic Charities
• Retirement 403(b) Plan: employee contributions commence upon employment; Catholic Charities contributes 2% of monthly income and matches up to 4% of employee contributions following 6 months of employment
• Basic Life Insurance paid 100% by Catholic Charities
• Flexible Spending Account eligibility following 6 months of employment
• Education Assistance Program reimbursing up to $5,250 per year for approved continuing education after 6 months of employment
• Additional voluntary insurances including supplemental life, accidental death & dismemberment (AD&D), critical illness, long term disability, accident, and ID theft
• Employee Assistance Program includes 3 counseling sessions per year, legal consultations, financial coaching, and other wellbeing tools
• Annual longevity awards begin at 5 years of employment

It is the practice of Catholic Charities to ensure equal employment opportunity without discrimination or harassment on the basis of race, color, national origin, sex, age, disability, citizenship status, marital status, creed, genetic predisposition or carrier status, sexual orientation, gender expression, or any other characteristic protected by applicable law. Applicants from underrepresented backgrounds are encouraged to apply. We gladly offer reasonable accommodations to individuals with disabilities to support participation in the hiring process and employment.