Administrative Assistant - Early Childhood Program Supports - JC

Job Details

Job Location

Jefferson County - Watertown, NY

Position Type

Full Time

Education Level

2 Year Degree

Salary Range

$16.29 - $19.87 Hourly

Travel Percentage

Negligible

Job Shift

Day

Job Category

Admin - Clerical

Description

Position Type/Expected Hours of Work: Monday Friday 40 Hours a week. Flexible to the needs of the agency.

Qualifications: Requires a High School Diploma with at least 1 to 3 years experience in an administrative or customer service capacity with strong organizational and computer skills, ability to work with the public necessary. Prefer someone with previous experience working with people or children with disabilities.

Work Authorization/Security Clearance: Authorized to work in the United States and pass all background clearances.

Summary/Objective: Acts as an Administrative Assistant to the Coordinator of Children Programs. Responsible for accurate typing of program documents to include correspondence to parents. Responsible for maintaining program records. Responsible for the management of clerical daily duties associated with the Day Care, Universal Pre-K, Preschool Special Education and Early Intervention Programs. Provide support to the Coordinator of Children Programs in administrative capacity as requested.

Essential Functions: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions:

• Tracking of all training as required by OCFS, SED, UPK, and/or other entity that The Arcjslc/Bright Beginnings contracts with.

• Maintain an updated and accurate staffing roster.

• Ensure EPStaff Check Results are forwarded to the County in a timely manner.

• Responsible for inputting various data in the information management system with emphasis on accuracy and timeliness.

• Distribute monthly phone bills to staff, collect monies and forward to the accounting department.

• Type general correspondence, meetings, and letters for all students at the Bright Beginnings Early Learning Center (day care, UPK, and Special education).

• Process daycare and universal prekindergarten registration paperwork.

• Collect required documents monthly from staff.

• Responsible for the mailing of the evaluations to Jefferson County and parents for Early Intervention referrals. Mailing of evaluations for the 3-5 Program to Jefferson County, parents and referring school district within the time frame set by these programs.

• Responsible for organizing and maintaining the childrens Early Intervention, 3-5 Related, Center Based and Day Care Program files:

• Set up new files.

• Close out files as needed.

• Update file Organizational Sheet per Supervisors approval.

• Purge the files and place items in the second file (annually).

• Make file updates, case file Emergency Contact forms, Face Sheets, physicals and immunization paperwork.

• Responsible for security of file cabinets and file sign out policy is adhered to by staff.

• File on a daily basis.

• Generate letters to Day Care Program parents as needed.

• Generate weekly Day Care Programs Sign In/Out sheets.

• Responsible to collect day care program tuition monies in iCentral:

• Receipts payment to parent.

• Ensures payment is delivered to Accounting.

• Generates notification to parents of past due amounts.

• Advises the Coordinator of accounts in need of additional follow-up.

• Generate annual tax notifications for tuition families.

• Coordinates with Accounting for payroll deduction.

• Provide coverage of the front desk as needed.

• Responsible for learning the iCentral System (scanning documents into the system and attendance)

  Competencies:

• Excellent computer software skills

• Time Management

• Organizational skills

• Friendly customer service skills

• Ability to multi-task

  Travel: Minimal travel is required between counties for various meetings.

  Work Environment: The position operates in the Bright Beginnings Early Learning Center and may require lifting of children, playing with students on the floor or outside. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

  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. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms and lifting.

  Other Duties: This 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.