Early Childhood Administrative Assistant

POSITION SUMMARY:

The Early Learning Center Administrative Assistant provides administrative support for the ELC program including tracking managing and submitting ELC data and providing direction and support for Assistant Directors to ensure compliance with policies procedures and licensing requirements as pertains to data.

The ELC Administrative Assistant is responsible for the accuracy and ready availability of all grant and student data related to ELC operations.

The ELC Administrative Assistant is a non-supervisory position but does provide training for ELC staff particularly Assistant Directors. Due to the nature of this position supporting multiple area locations in-town travel will be required.

ESSENTIAL FUNCTIONS:

• Provide support to Assistant Directors.
• Send daily deposit to Finance.
• Collect meal count sheets weekly.
• Review meal count sheets monthly numbers and daily food counts weekly.
• Email meal count sheets to Grants.
• Collect new MBIEs.
• Upload MBIEs to Brightwheel.
• Audit MBIE lists.
• Distribute copies of invoices to correct sites.
• Meet one-on-one with Directors of Area Operations weekly.
• Audit Childrens Cabinet binders weekly.
• Audit certificates in Brightwheel weekly.
• Collect and review classroom sign-in and out sheets weekly.
• Send new MBIE forms to Grants.
• Audit Childrens Cabinet lists and projections monthly.
• Enter projections into the Childrens Cabinet tracker.
• Review Childrens Cabinet time sheets and send approved time sheets to Childrens Cabinet monthly.
• Enter Childrens Cabinet payments in payment tracker.
• Resolve discrepancies in Childrens Cabinet payments.
• Work with Assistant Directors to audit Childrens Cabinet payments versus projected.
• Ensure corrections are submitted to Childrens Cabinet within ten days.
• Follow-up with payment adjustments.
• Audit attendance reports for all site monthly.
• Send the free reduced and paid numbers to Grants monthly.
• Audit student files monthly.
• Run ASQ-Se and ASQ-3s reports and send to Program Quality Director and Executive Director montly.
• Organize all contracts for each site.
• Keep forms up-to-date and organized.
• Work with Site Directors and PQT to order program supplies as needed.
• Work with Site Directors to order infant supplies as needed.
• Prepare and submit licensing renewals for each site.
• Request and schedule inspections (health fire etc.) for licensing.
• Ensure insurance is up to date.
• Attend weekly Assistant Director Meetings.
• Attend and participate in various training sessions and staff meetings.
• Provide daily weekly and monthly reports as requested by ELC Executive Director.
• Provide other support to ELC Executive Director as requested.
• Develop and maintain excellent relationships with community partners staff members and parents by consistently demonstrating GREAT values.
• Use words and body language that show compassion for each childs and familys unique circumstances.
• Adhere to dress code policy by wearing uniform and other apparel items as required for the position.

All BGCTM employees have the responsibility to help maintain the safety of our members and staff and ensure an optimal Club experience for all.

SKILLS/ABILITIES:

• Strong verbal and written communication skills.
• Excellent organizational and data entry skills.
• Positive attitude towards training sessions and in daily interactions.
• Ability to take and apply feedback.
• Follows through on commitments and communicates when unable to meet deadlines or responsibilities.
• Ability to communicate verbally and in writing with a diverse population of children as well as adults.
• Proficiency with computer software including but not limited to electronic member tracking system Microsoft Word Excel and PowerPoint required.
• Bilingual in English and Spanish strongly desired.
• Demonstrate skills both verbal and written to communicate with a diverse population of members as well as adults.

CERTIFICATION/ASSOCIATION:

• Memorandum of Eligibility through Nevada Department of Health and Human Services.
• Must complete the following core courses within 90 days of employment and renew them according to Licensing Requirements:
  • Communicable Disease
  • Child Abuse and Neglect
  • CPR/First Aid
  • Obesity/Nutrition/Wellness
  • SIDS
  • Shaken Baby Syndrome
  • Child Development (3 hours)
  • Emergency Preparedness
  • Transportation Safety
  • Medication Administration
  • Building/Physical Premises Safety
  • Additional courses as required by the State of Nevada or Washoe County.
• Complete a minimum of two (2) hours monthly of Nevada Registry approved professional development for a total of 24 hours annually.
• Be in good standing with the Nevada Registry.

EDUCATION/EXPERIENCE REQUIREMENTS:

• High School Diploma or GED equivalent required.
• Six (6) months experience in office or program administration highly preferred.
• Six (6) months experience in ECE school or nonprofit setting highly preferred.

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT:

• Proof of negative Tuberculosis test.
• Must be able to perform duties which require walking talking hearing standing sitting and/or bending for long periods of time. May occasionally be required to kneel run and/or climb.
• Must be able to use hands and arms to enter data into the computer use the telephone and other office equipment.
• Must be able to perform surface and deep cleaning appropriately using potentially hazardous cleaners including bleach as needed.
• Must be able to lift move manipulate and or hold objects up to 45 pounds. Objects that exceed the 45-pound weight limit require additional assistance when moving lifting or manipulating.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.