Area Administrative Assistant
The Area Administrative Assistant will provide essential administrative and clerical support to the Regional Directors. This position is primarily responsible for managing day-to-day administrative tasks efficiently and communicating effectively to ensure the efficient operation of the grant area. This includes supporting the Regional Director with preparing reports, maintaining accurate records, processing invoices, facility services and ensuring that program operations are meeting program goals, objectives, and learning outcomes. The individual in this role will also ensure compliance with organizational policies and procedures, contributing to the smooth and effective functioning of the organization's systems.
*This position is year-round and scheduled accordingly.
Responsibilities
- Perform tasks within established deadlines and with the greatest accuracy possible while maintaining confidentiality in all aspects of job duties
- Order and distribute supplies; this includes obtaining quotes, requesting purchase order requests, purchase orders, submitting orders, ensuring orders are delivered to correct location; communicate with vendors and internal department as needed
- Assist and maintain capital assets and equipment inventory in the authorized data management platform; manage asset tags for prospective grant area
- Manage calendars, schedule meetings, coordinate travel arrangements, and handle correspondence for Regional Director as needed
- Complete data entry and ensure the organization's databases stay accurate, up-to-date and organized
- Maintain physical and digital records and files to meet department and facility needs and compliance with regulatory requirements
- Track and process all Head Start financial related invoices; code Head Start expenses; follow up with vendors or Regional Director as needed
- Coordinate facility services in the case of facility, maintenance, or technological issues in compliance with organization policy and procedure; review prevailing wage documentation to ensure compliance with the Davis Bacon Act for any construction project over $2,000
- Operate various software, including Microsoft 365, spreadsheets, databases, and presentation software
- Provide general administrative support as directed by the Regional Director including preparation of reports upon request; preparing materials for meetings and events; recording meeting minutes; answering phones and routing calls or taking messages; scanning, faxing, copying, and printing; distribute mail, process outgoing mail, and arrange for courier services as needed
- Assist in the preparation of monthly Policy Council meetings and upload documentation in compliance with organization policy and procedure
- Other duties and projects as assigned
Qualifications
Minimum Qualifications
- High School diploma or GED equivalent
- One(1)-year previous administrative assistant experience
Preferred Qualifications
- Two (2) years of previous administrative experience, preferably in an education environment
- Bilingual (English and Spanish) with the ability to fluently converse and write in Spanish (based on student population and service area), highly preferred
- CPR/First Aid Certification
Travel
- This position may be required to travel up to 40%
Perks at Upbring
- Competitive PTO & paid holidays
- Health, dental, vision insurance & more
- 403(b) Plan
- Employee Assistance Program
- Discounted Gym Memberships
Physical Demands & Work Conditions
- This position requires sitting and looking and using a computer for long periods of time
- Position works in a child facility and has constant exposure to children
- Position requires frequent standing, walking and time in units/cottages which are areas where children reside
- Lift, push, pull, move up to 25 lbs.
The physical requirements for this position with or without reasonable accommodation are representative of those that must be met by an employee to perform the essential functions of this position successfully. While performing this position the employee with or without reasonable accommodation should have the ability to walk, stand, sit, kneel, speak, and hear with aid, see, read, reach with arms and hands, lift and/or move up to specified weight, and use equipment that is essential to performing the job, such as a computer, copier, fax machine, telephone, and automobile, if applicable. Specific vision requirements of this position may include color vision, seeing things close up, and the ability to adjust focus.
Upbring is an Equal Employment Opportunity/AA Employer and does not discriminate on the basis of race, color, ancestry, religion, age, sex, sexual orientation, gender, pregnancy, marital status, national origin, genetic information, physical or mental disability, military or veteran status, or any other characteristic protected by applicable federal, state, or local law.
