Administrative Assistant CCNELA Job at Children's Coalition for Northeast L

Job Summary

This position performs all duties as required for the smooth operation of an office and other duties including greeting visitors, answering the telephone, taking and distributing messages, picking up and distributing mail, typing, word processing, faxing, and other clerical duties. This position performs administrative and data entry duties in support of the Early Childhood Department and organizational wide work.

Mission and Core Values

The job incumbent will be expected to operate in line with our mission and core values.

Mission: Creating communities where children and families thrive.

Core Values:

• Integrity: honest, transparent, and trustworthy
• Collaboration: respectfully working together to serve our communities
• Excellence: always improving to go beyond what is expected
• Knowledge: seeking understanding to develop personally and professionally
• Accountability: willingness to accept responsibility

Essential Functions

Essential Functions and Basic Duties:

1. Develops procedures for and manages the receiving and distribution of incoming and out-going mail, overnight, shipping, faxes, etc.
2. Develops and carries out procedures for general office systems, such as office building security, telephone system and messaging, in/out board, etc.
3. Plans and oversees a system for maintenance, assisting immediate supervisor:
4. a) Inventory records, insurance records, along with the Program Director and/or immediate supervisor.
5. b) Program files, to include reports, correspondence, newsletters, meeting minutes, training logs, safety logs, etc.
6. c) Office machines, computers, fax, copy machines, and office furniture in collaboration with the Program Director and/or immediate supervisor.
7. d) Office supplies.
8. e) Program keys and key check-out system; including tracking, sign-out and return of keys in cooperation with the Program Director and/or immediate supervisor.
9. Supports with organizational wide meetings and committees in preparation, reproduction, distribution and recording of meeting agendas, minutes, reports, and other information.
10. Assists with organizational wide meeting logistics, such as arrangement, snacks, room set-up, etc.
11. Provides support for organizational wide staff meetings, training and other events as needed and/or requested.
12. Assist immediate supervisor in all aspects of organizational wide administration, as required.
13. Assist coordinator as necessary to support the Early Childhood programs.
14. Assist with fiscal in the absence of the Fiscal Clerk, performs all duties

of that position as needed.

1. Arranges travel for staff.
2. Performs data entry duties in support of Early Childhood and organizational wide work.

Minimum Qualifications/Requirements

Job Requirements:

Education & Experience - Minimum requirements are a high school diploma or GED with some relevant experience in human resources and/or secretarial functions and two years direct experience working directly with the public. 

• Must possess a comprehensive working knowledge of Louisiana's early childhood system, childcare licensing regulations, CCAP, and TOTS.
• Experience in and comprehensive knowledge of how to support and guide families in accessing community resources.
• Must possess a general knowledge of child development based on education, training, or experience.
• Willingness to learn how to assist families with completing the Ages and Stages Developmental Questionnaire screening, discuss results with families and make referrals to Early Steps and/or school systems for early intervention services as appropriate.
• Must follow all Children's Coalition policies and procedures regarding confidentiality with special consideration in this role regarding the personal information of children and families.
• Ability to build partnerships with Early Learning Centers, CCR&R and Community Network Lead Agency programs
• Positive interpersonal and verbal communication skills
• Well-organized, motivated and able to work independently.
• Ability to manage time, work without direct supervision, and contribute to team atmosphere.
• Competent in using computer technology and software
• Commitment to mission and vision of the Children's Coalition for Northeast Louisiana
• Ability to follow Human Resources Procedures

Skills:

• Excellent leadership skills
• Self-directed and multi-task oriented
• Ability to work as a member of a team and to support the work of volunteer leaders
• Excellent oral and written communication skills
• Ability to organize and coordinate projects
• Ability to develop and/or coordinate the development and maintenance of websites
• Proficiency in Microsoft Office - Word, Excel, Outlook
• Ability to always maintain strict confidentiality, including the ability to recognize situations in which confidentiality is required.

Working conditions and Physical demands

• Occasional need to lift typical office items, including small furniture, some equipment, boxes, etc.
• May be required to lift up-to 20 pounds.
• Some exposure to communicable diseases.
• Travel by car, bus, airplane or train may also be required associated with attendance at conferences, meetings and other duties carried out at distant locations in and out of state and in some cases where some overnight travel may be required.
• Noise level in work environment may be moderate to loud.