Administrative Assistant

• Participates as an adjunct member of the Leadership Team including assisting in scheduling meetings and attending all meetings.
• Assists in coordinating the agenda of the Leadership Team meetings and all staff meetings.
• Provide efficient administrative and office management services to ensure Early Childhood Education administrative needs are met and departmental operations are at optimum level
• Prepare departmental communiques and disseminate Early Learn community customers and partners; respond to inquiries and alleviate concerns.
• Records management; create retrieve and return files; receives and validate documents; audit files/records to ensure standards are met
• Develop and execute workflows to ensure timely and efficient communications receiving and fulfilment of work requests status updates on projects and tasks etc.
• Manage office operations; reception desk ordering and dissemination of office supplies inventory of equipment and supplies scheduling and coordination of meetings etc.
• Establish positive working relationships with departments agencies community etc. to ensure understanding and accordance with service standards and expectations
• Liaison with Human Resources (HR) regarding new hires and SW interns on-boarding; ensures requisite documentation is complete and submitted to HR in a timely manner.
• Answer multiple telephone lines and forward calls to the appropriate parties: and take accurate messages.
• Maintain appearance and cleanliness of the reception area i.e. desk mail/literature cabinet mailboxes etc.
• Decorate and maintain the bulletin board with job postings information from the program etc.
• Complete check requests.
• Arrange and coordinate pick-ups by FedEx UPS USPS etc. Acquire reference information as to account allocation.
• Log incoming packages and overnight and express deliveries upon arrival. Notify recipients of packages and overnight deliveries immediately.
• Assist Early Childhood Education Leadership Team with other projects as needed.

Program Operations Duties and Responsibilities:

• Assemble and prepare data for employee data reports
• Assist with job postings and resume distribution

Other Duties
Please note that 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.

• Bilingual in English/Spanish
• Associate degree with prior experience preferred High School Diploma with prior experience
• Demonstrated knowledge of community service/development.

Competencies

• Teamwork Orientation
• Initiative
• Sound Decision Making
• Communication Proficiency (written and verbal)
• Customer/Client Focus
• Time Management
• Attention to detail
• Organizational Skills

Clearance
Employees must be clear to work at ESH. Employment is contingent upon successful completion of background checks and/or screenings.

Supervisory Responsibility
N/A

Physical Demands
This role may involve occasional lifting or moving of items up to 25 pounds and routine use of standard office equipment. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Expected Work Schedule
The work schedule expected for this position is: Monday through Friday from 8am to 4pm as aligned to the needs of the program/service. The schedule may be adjusted based on ESHs operational needs with notice provided whenever possible.

EEO Statement
East Side House (ESH) is an Equal Opportunity Employer and strongly encourages individuals with disabilities and veterans to apply. All qualified applicants will receive consideration without regard to race color religion sex sexual orientation gender identity national origin disability or protected veteran status.