Center Administrative Assistant

Level: Entry

Salary: Grade 02

Position Type: 30-40 hours/week - ( Extended Year: mid-July – mid-June)

Travel %: In Town/Out of Town

Job Shift: Day (M-F), work is in-person

Job Categories: Admin - Clerical

Classification: Hourly

Supervisor: Center Manager

Supervises: None

Job Summary:

Child-Parent Centers (CPC) is seeking professionals who share our values and principles for building trusting relationships with children, families, and colleagues. Successful candidates welcome individual differences and perspectives, respect cultural and linguistic backgrounds, and are sensitive to current circumstances. Candidates display a commitment to teamwork, open communication, and are eager to work in a fast-paced, high quality non-profit human services environment. CPC provides opportunities and financial support for all employees to grow professionally including attainment of an associate degree, and potentially a bachelor's degree.

The Administrative Assistant works 6-8 hours per day Monday through Friday and provides a variety of support activities to the center including clerical, classroom substitution, food service substitution, and custodial support. The ideal applicant is organized, flexible, able to work through moderate to heavy periods of interruptions and can easily return to tasks, adjusts quickly to varying situations, while remaining positive and friendly. Requires a strong work ethic and ability to work with confidential and sensitive information.

Benefits:

• Paid Leave – 25 paid holidays, 5 days paid vacation after one year and up to 10-13 days each year thereafter, 5-8 days paid Personal leave first year, 8-11 days each year thereafter, up to 5 days paid Sick leave per year.
• Insurance benefits - dental, Flexible Spending Accounts, Health Reimbursement Arrangements, Health Savings Accounts, PPO medical (3 plans), Vision, and Supplemental Life coverage for self, spouse, and child ($25,000 basic life and Accidental death and disability provided by employer). Supplemental Insurances (Critical Illness, Hospital Indemnity, Accident). Pet Insurance.
• Retirement Plan - Agency contribution after years of services and hours of eligibility criteria are met. Employee 401k deferral once eligibility is met.

Minimum Qualifications:

• High school diploma or GED
• Experience volunteering or working in a customer service or office setting greeting visitors, answering telephones, and using computers.
• Demonstrated proficiency using Office 365 (Outlook, Teams, OneDrive, Word, Excel, PowerPoint).
• Must be able to read, write, speak, and understand English.
• Submit a current AZ Department of Public Safety Level One Fingerprint Clearance Card prior to start date.
• Able to pass a company paid physical exam prior to starting work.
• Able to pass a DES Centralized Background Check prior to starting work.

Competencies:

• Confidentiality
• Customer Service
• Communication
• Ethical Practice
• Accuracy
• Technical Capacity
• Flexibility and Adaptability
• Technology

Other Requirements (post hire):

• Must be able to travel to and from various sites as needed.
• May require travel outside assigned area in company-owned vehicle. This travel could begin before daylight hours and continue after sundown in some situations.
• Provide proof of immunizations: MMR (Measles, Mumps, Rubella), Tdap (adult Tetanus, Diphtheria, Pertussis), and a clear Tuberculosis self-assessment
• Must be able to prove the right to work in the USA by providing appropriate documents to complete the Federal I-9 form.

Desired Qualifications:

• Minimum three (3) years’ experience working in a customer service or office setting greeting visitors, answering telephones, using computers.
• Possess an associate degree with major in Child and Family Services, Family Engagement, Social Services, Human Services, Early Childhood Education, Community Health Services, Social Services, or agreed equivalent that supports high-quality implementation of our program as determined by the agency.
• Minimum three (3) years working in a Head Start or mission driven non-profit organization.
• To be able to read, write, speak and understand Spanish.

Work Environment:

• Office and classroom setting
• When substituting in classroom, kitchen or custodial:
• Hot temperatures and mechanical equipment in kitchen
• Possible exposure to hazardous cleaning chemicals
• Possible exposure to blood and bodily fluids or tissues.
• Possible exposure to communicable diseases.

Physical Requirements:

Frequently

• Sitting for extended periods.
• Viewing computer monitor and typing on keyboard for more than 30 minutes at a time.
• Clerical duties (writing, filing, copying, etc.)

Occasionally

• Pushing pulling
• Lifting up to 40 lbs.
• Up and down from carpet or children’s chairs
• Workday beginning prior to 8:00am and/or ending after 7:00pm

Duties and Responsibilities

Job Specific Duties and Responsibilities

Administrative Assistant Responsibilities:

• Provide clerical and operational support to the center related to answering/routing phone calls, greeting and assisting program participants and visitors, maintaining files, implementing the mail system including center run, and completing special projects and assignments.
• Compose general computer-generated documents, meeting notices, agendas, minutes or other related documents for the center.
• Prepare materials for weekly center run and distribute materials received.
• Conduct recruitment activities for eligible Head Start families as assigned.
• Assist parents with enrollment process and obtaining needed services.
• Assist in planning and implementation of parent involvement activities including monthly parent meetings.
• Schedule and assist with children's screenings and other services as needed.
• Assist site supervisor by actively supporting relationships with staff, families and a wide variety of community agencies including the public schools.
• Substitute in the classroom, kitchen, or as custodian as assigned or as needed.

Supervision:

• Identify self-growth, development goals, and strategies for achievement with support and input from supervisor.
• Commit and participate in consistent and planned meetings with supervisor to further professional growth by seeking feedback, reflecting on and assessing own practice, and taking advantage of opportunities to improve skills and knowledge.

Recordkeeping, Monitoring, and Reporting:

• Report safety, health, and parent issues to the site supervisor.
• Prepare initial child/family file for each child at the center.
• Complete, organize, and maintain (with high level of accuracy) paper and electronic files (as assigned) to support center requirements.
• Maintain updated community resource and referral file.
• Enter data into information systems as assigned (ChildPlus, SmartTeach, Paycom)

Leadership, Management, and Teamwork:

• Actively participate on the center team and contribute to the decision-making process for compliance, strategic initiatives, professional development, budget, governance, and agency self-assessment.
• Assist site supervisor in orienting new staff, substitutes, and volunteers to center requirements and conditions.
• Assist in coordination of special center projects.
• Assist site supervisor in planning regular staff meetings.

Responsibilities for all Child-Parent Centers, Inc.:

• Understand and model the agency's vision, mission, and philosophy within the agency and the community.
• Demonstrate approachability, ownership, accountability, and life-long learning.
• Use the agency's communication and problem-solving approach.
• Seek perspective of others.
• Identify emerging issues and contribute new knowledge.
• Work to de-escalate when emotions and stakes are high.
• Maintain professional behavior and relationships with internal and external stakeholders.
• Use agency systems and technologies to accomplish work.
• Maintain a high level of attendance to support ongoing service delivery.
• Recognizes children's safety as the first responsibility of all staff and acts swiftly to ensure no child is unsupervised or released to an unauthorized person.
• Implement agency policies and procedures for safeguarding confidential or sensitive information about employees and/or program participants. Restrict access to paper or electronic documents to those with a need to know.
• Performs other duties as assigned.

Please Note: This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. This job opening is intended to provide information about the position for employee recruitment purposes only and is not intended to be the basis of any employee contract.

Child-Parent Centers, Inc. is an Equal Opportunity Employer