Pre-K Administrative Assistant

Summary:  Under the direct supervision of the Program Coordinator, this position performs administrative duties and provides support to all staff in the Program.  As the initial contact for families and community this position has a responsibility to set a welcoming tone to all who contact the center.  In addition to data entry in multiple systems, performs such duties as:  emailing, scanning, typing, scheduling, record keeping, tracking and filing, payroll, coordination of meetings, ordering/stocking supplies, answering correspondence and maintaining confidential information.  Independent judgment is required to plan, prioritize, organize and execute multiple tasks.

Key Relationships: Program Coordinator, Teachers, Associate Teachers, Aides, Parents

Supervisory Responsibility:  None

Essential Functions:

• Leadership
  • Assume responsibility for the safe supervision of children as defined in the “Safe Supervision Policy”.
  • Respect the confidentiality of each child and family
  • Adhere to all agency policies regarding confidentiality of child/family records and program information
  • Assist other agency staff in maintaining compliance with all local, state and federal regulations as required or recommended relative to client information.
  • Maintain confidential information for files and billing purposes.
  • Provide oversite for all forms, reports, records, file systems, as a matter of routine and upon request.
  • Assists with orienting other staff to office equipment, general office procedures and telecommunication system.
• Communication
  • Professional and courteous phone skills
  • Takes and relays messages to all staff timely
  • Receive and respond to email timely
  • Assist in following up on phone contacts received from the general public, external affiliates, families, other KenCrest offices
  • Receive and distribute the mail; prep and send outgoing mail
• Program Responsibilities
  • Enter attendance daily, with notes for absences
  • Monitor the program facility’s main entrance and greet, grant entry to appropriate persons, and ensure signing in of all staff and visitors.
  • Acquires and demonstrates a basic knowledge of site policies and practices.
  • Provides full administrative support to Program Coordinator and staff, including data entry, meeting note taking, emailing, scanning, typing, faxing, copying, filing, etc.
  • Provide support to center needs as appropriate (ie may take a child to the bathroom, may serve lunch, may cover break)
  • Work in partnership with administration (PC and FSR) to ensure staff are assigned where needed.
  • Maintain up-to-date office contact information for site.
  • Assist in tracking and communicating with families about needed forms (health appraisal, food form, etc)
• Collaboration
  • Function as a center point of contact in the absence of the program coordinator to support the safe operation of the center.  Connect with supervisors as appropriate in unusual situations.
  • Assist in maintaining a clean, comfortable, safe and healthy office environment; adheres to all established health and safety policies and procedures; immediately reports/ child/staff incident report log.
• Financial
  • Support center operations by maintaining inventory of supplies and place orders as needed (WB Mason, US Foods, Delcrest, Mansune)
  • Support the organization of petty cash submissions, support the daily adjustment of timecards.
• Data and Analytics
  • Enter data accurately in multiple reporting systems (COPA, Pelican, COR)
  • Maintain reporting deadlines as appropriate.
  • Acquire new skills and knowledge, as needed, to stay current with the operation of office equipment and computer systems.
  • Initiate contact for equipment service repairs (for example copier); completes simple repairs on office equipment.
  • Initiate and follow up on site maintenance and IT work orders.
• Leader-Leader
  • Demonstrates a commitment to KenCrest’s mission statement and PRIDE values; supports and participates in program and/or agency activities, as well as in the larger community.
  • Openly shares and exchanges appropriate ideas and resources with others; provides and enlists peer support.
  • Performs other duties as assigned.

Minimum Qualifications: 

• High School Diploma or Equivalent; plus 1 to 3 years of work experience in an office setting, or other relevant administrative experience. 
• Typing and computer proficiency; and possess computer knowledge and skills for efficient use of Microsoft Word, Excel, Outlook, effective use of online systems
• Proficiency in English as a primary language; bilingual skills a plus
• Experience with a variety of office/business machines

Knowledge, Skills, Abilities and Core Competencies:

• Professional demeanor
• Efficient time management and organizational skills
• Effective verbal and written communication skills
• Flexibility and good problem solving skills
• Ability to work independently when required
• Ability to work positively and effectively with other Ken-Crest staff and all people with whom we work.
• The incumbent must be able to work in a fast-paced environment with demonstrated ability to juggle and prioritize multiple, competing tasks and demands and to seek supervisory assistance as appropriate

Physical Demands:

This section describes physical actions that an employee must be able to do to carry out the essential functions of the position.Reasonable accommodations may be provided to enable qualified individuals with disabilities to perform the essential functions.

• Required to sit for long periods of time.

• Periodically may be required to work alone and manage the office environment.

• Be capable of using one’s body in a variety of postures and positions for varied periods of time (i.e., kneeling, crouching, sitting, standing, reaching) while working; be able to lift and move objects up to 50 pounds and do medium* physical work; be able to push/pull and maneuver objects or equipment required for work.
• Be capable of visual and auditory scanning of the work environment so as to monitor the facility to ensure safe and effective office operations.

*   “Medium” physical work refers to the ability to exert up to 50 pounds of force occasionally, and/or up to 20 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.

Working Conditions:   Work is performed in an early learning environment.