Children's Place Association
Administrative Assistant
Children's Place Association, Chicago, Illinois, United States, 60290
Job Description
Job Title:
Administrative Assistant
Department:
Early Childhood Education
Reports To:
Program Manager, Early Childhood Education
FLSA Status:
Fulltime
/
Non-Exempt
SUMMARY
The Administrative Assistant organizes, maintains, and operates the reception area at the Early Learning Center and performs duties on behalf of the center based and home based programs. This position is responsible for answering incoming phone calls, transferring phone calls and/or voice mail messages to appropriate program staff, greeting all clients and visitors and attending to general office routines, including copying and faxing documents, distributing mail and providing administrative support to program staff as needed. The Administrative Assistant also serves as a liaison and translates for Spanish speaking clients as needed.
There are no supervisory responsibilities associated with this role.
ESSENTIAL DUTIES AND RESPONSIBILITIES
(other duties may be assigned).
Coordinates the day-to-day operations of the reception area, including answering and directing phone calls and taking accurate and clear messages in order to facilitate effective communications.Checks for incoming voice-mail messages each morning, directing them as appropriate to assist with client and agency communications.Completes playground safety checklist each morning.Completes classroom safety checklist monthly.Completes program safety checklist monthly.Completes monthly meal sheets and submits to Finance.Ensures program Environment Health and Safety Binder is up-to-date.Provides courteous and consistent customer service to all clients, visitors and staff; engages clients and visitors in the reception area until the proper employee is present for release.Ensures clients, staff and other visitors sign in and out of the building appropriately and in accordance to current COVID protocols, and keeps sign out sheets updated; issues visitor passes to clients and visitors as appropriate.Completes all orders for program/classroom supplies. Tracks orders and complete and submits all documentation to finance according to agency policy.Inventories, tracks, and orders PPE supplies.Supports Program Nurse with ChildPlus (and other funder) data entry and follow-up calls, faxing documents, and filing daily health check forms.Supports with client and visitor health screening check-in process, including ensuring all health screening materials and forms are fully stocked.Support all content area staff person with identified areas of need.Supports in classroom as needed to maintain appropriate ratios.Assist potential families with information about the program and provides them with enrollment/waitlist criteria.Serves as liaison and translator for Spanish speaking clients in order to provide specific information/instructions to staff or the client; translates and composes correspondence for Spanish speaking clients.Types correspondence, attendance reports and other documents regarding clients; enters data into the Tree, ChildPlus and COPA/Salesforce.Assists staff with faxing, photocopying, scanning to PDF and messengering documents.Receives, sorts and distributes all incoming and interoffice mail.Monitors and restocks standard forms used by Early Learning Center employees, including expense reimbursement forms, supply requests, etc.Keeps the supply area clean and stocked with supplies; orders supplies for the Early Learning Center as needed and with appropriate approval.Directs contractors and deliveries to the Early Learning Center as needed.Completes end-of-month reports per funder and submits to Program Manager.Makes announcements over intercom as directed by the Program Manager or other supervisor.Distributes payroll checks biweekly.Completes night check of the facility.Coordinates and monitors facility fire and disaster drills on a monthly basis.Coordinates program inspections and enters receipt of inspection.Coordinates use of meeting space amongst programs at the ELC.Record and track client co-payments.Participates in Children's Place quality assurance initiatives as needed and appropriate to improve service quality and ensure compliance with licensing, accreditation and contractual standards.Performs other duties and responsibilities as necessary to meet new funding requirements or as assigned by the Program Manager.EDUCATION & EXPERIENCE
High school diploma or equivalent education required.A minimum of 3 years of administrative experience required.Knowledge of appropriate software including: Microsoft Word, Excel, Outlook, Microsoft PowerPoint and Adobe Acrobat.Spanish fluency is required.Valid driver's license and current automobile insurance.
STATEMENT ON WORKPLACE CULTURE
Employees shall respect the diversity of all individuals (e.g., clients, co-workers, stakeholders) and refrain from any form of discrimination and/or harassment based on religious, marital, ethnic, racial, gender, age, sexual orientation or other differences. Children's Place Association strives to cultivate a work environment that honors the voices and lived experiences of every member of the staff. Therefore, all employees share the responsibility of creating and cultivating a welcoming and supportive work environment.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit. The employee is also frequently required to stand, walk; talk and hear. The employee must occasionally lift and/or move up to 25 pounds. Specific vision requirements for this job include close vision, distance vision, and color vision.
WORK ENVIRONMENT
The work environment described here is representative of that which an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually low. The work environment may include any or all of the following: working alone; working with others; verbal contact with others; and working in a hybrid capacity that utilizes work time in both home and company office spaces.
Job Title:
Administrative Assistant
Department:
Early Childhood Education
Reports To:
Program Manager, Early Childhood Education
FLSA Status:
Fulltime
/
Non-Exempt
SUMMARY
The Administrative Assistant organizes, maintains, and operates the reception area at the Early Learning Center and performs duties on behalf of the center based and home based programs. This position is responsible for answering incoming phone calls, transferring phone calls and/or voice mail messages to appropriate program staff, greeting all clients and visitors and attending to general office routines, including copying and faxing documents, distributing mail and providing administrative support to program staff as needed. The Administrative Assistant also serves as a liaison and translates for Spanish speaking clients as needed.
There are no supervisory responsibilities associated with this role.
ESSENTIAL DUTIES AND RESPONSIBILITIES
(other duties may be assigned).
Coordinates the day-to-day operations of the reception area, including answering and directing phone calls and taking accurate and clear messages in order to facilitate effective communications.Checks for incoming voice-mail messages each morning, directing them as appropriate to assist with client and agency communications.Completes playground safety checklist each morning.Completes classroom safety checklist monthly.Completes program safety checklist monthly.Completes monthly meal sheets and submits to Finance.Ensures program Environment Health and Safety Binder is up-to-date.Provides courteous and consistent customer service to all clients, visitors and staff; engages clients and visitors in the reception area until the proper employee is present for release.Ensures clients, staff and other visitors sign in and out of the building appropriately and in accordance to current COVID protocols, and keeps sign out sheets updated; issues visitor passes to clients and visitors as appropriate.Completes all orders for program/classroom supplies. Tracks orders and complete and submits all documentation to finance according to agency policy.Inventories, tracks, and orders PPE supplies.Supports Program Nurse with ChildPlus (and other funder) data entry and follow-up calls, faxing documents, and filing daily health check forms.Supports with client and visitor health screening check-in process, including ensuring all health screening materials and forms are fully stocked.Support all content area staff person with identified areas of need.Supports in classroom as needed to maintain appropriate ratios.Assist potential families with information about the program and provides them with enrollment/waitlist criteria.Serves as liaison and translator for Spanish speaking clients in order to provide specific information/instructions to staff or the client; translates and composes correspondence for Spanish speaking clients.Types correspondence, attendance reports and other documents regarding clients; enters data into the Tree, ChildPlus and COPA/Salesforce.Assists staff with faxing, photocopying, scanning to PDF and messengering documents.Receives, sorts and distributes all incoming and interoffice mail.Monitors and restocks standard forms used by Early Learning Center employees, including expense reimbursement forms, supply requests, etc.Keeps the supply area clean and stocked with supplies; orders supplies for the Early Learning Center as needed and with appropriate approval.Directs contractors and deliveries to the Early Learning Center as needed.Completes end-of-month reports per funder and submits to Program Manager.Makes announcements over intercom as directed by the Program Manager or other supervisor.Distributes payroll checks biweekly.Completes night check of the facility.Coordinates and monitors facility fire and disaster drills on a monthly basis.Coordinates program inspections and enters receipt of inspection.Coordinates use of meeting space amongst programs at the ELC.Record and track client co-payments.Participates in Children's Place quality assurance initiatives as needed and appropriate to improve service quality and ensure compliance with licensing, accreditation and contractual standards.Performs other duties and responsibilities as necessary to meet new funding requirements or as assigned by the Program Manager.EDUCATION & EXPERIENCE
High school diploma or equivalent education required.A minimum of 3 years of administrative experience required.Knowledge of appropriate software including: Microsoft Word, Excel, Outlook, Microsoft PowerPoint and Adobe Acrobat.Spanish fluency is required.Valid driver's license and current automobile insurance.
STATEMENT ON WORKPLACE CULTURE
Employees shall respect the diversity of all individuals (e.g., clients, co-workers, stakeholders) and refrain from any form of discrimination and/or harassment based on religious, marital, ethnic, racial, gender, age, sexual orientation or other differences. Children's Place Association strives to cultivate a work environment that honors the voices and lived experiences of every member of the staff. Therefore, all employees share the responsibility of creating and cultivating a welcoming and supportive work environment.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit. The employee is also frequently required to stand, walk; talk and hear. The employee must occasionally lift and/or move up to 25 pounds. Specific vision requirements for this job include close vision, distance vision, and color vision.
WORK ENVIRONMENT
The work environment described here is representative of that which an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually low. The work environment may include any or all of the following: working alone; working with others; verbal contact with others; and working in a hybrid capacity that utilizes work time in both home and company office spaces.