Job Description:

Description

Essential Duties And Responsibilities

Within a team environment, the Business Administration Specialist I will perform the following responsibilities:

- Maintain inventory records, and the storage room; will ensure adequate stock of office supplies for headquarters (HQ) and Head Start centers. Ensure storage room is kept clean, organized, and safe. (20%)

- Assist with asset management by ensuring the accuracy of inventory data in the Fresh Service portal. Participate in the annual physical inventory process. (10%)

- Support office management and organization's processes. Ensure that sufficient copies of forms used by staff are in supply at all times. Report to Operations Manager any problems that arise with office equipment. (10%)

- Maintain all Head Start training information in the professional development tab in ChildPlus. (10%)

- Acknowledge visitors and direct families seeking child care information to appropriate program staff members. Answer incoming telephone calls, record messages accurately, direct calls to appropriate staff, and respond to inquiries, as needed. (10%)

- Perform general data entry, word processing, and typing; make photocopies, laminate, transmit documents via facsimile, prepare overnight shipments, and process incoming and outgoing mail, as needed. (10%)

- Communicate with Creative Bridge Services, Business Center, Purchasing, and other internal departments, as needed. (10%)

- Work in collaboration with HQ and center staff to ensure Purchase Orders are properly closed in the accounting system. (10%)

- Work collaboratively with CCRC Facilities staff to ensure Head Start fleet vehicles are in good condition. Maintain Head Start fleet documents such as registrations, insurance cards, gas cards, and gas receipts. Assist with mileage logs and gas receipts reconciliation process monthly. (10%)

Non-Essential Duties And Responsibilities

These duties include tasks that are required and comprise less than 5% of daily functions for this job:

- Will back-up and support the coordination of Head Start phone lines.

- Fulfill monthly center supply requests.

- Print monthly parent calendar for Head Start centers.

- Will back-up and support the coordination of office calendars to include scheduling of conference rooms for meetings and/or trainings.

- Prepare meeting materials for monthly program meetings (i.e. Policy Council/Committee, Leadership, Management, and Board of Directors, Male Involvement), as needed.

- Perform other duties, as assigned.

Job Specifications

Minimum Required

- Education: High School diploma or equivalent.

Experience: At least 3 years of relevant work experience as an Administrative Assistant, preferably in a professional services environment.

- Technical Requirements - List specifics:

- Technical Requirements -

- Basic Excel, Word, PowerPoint, Outlook, Zoom.

- Behavioral:

- Display effective communication skills while collaboratively working with adults and children.

- Ability to demonstrate a supportive attitude towards families.

- Experience with cooperative work.

- Excellent organizational, time management, and customer service skills.

- Can engage in collaborative team work environment and deliver accurate work product.

- Possess effective problem solving and critical thinking skills.

- Ability to make independent decisions and judgement.

- Travel:

- Current auto insurance, California Driver's license and Department of Motor Vehicle clearance is required. Travel time expected for the position will be on an as needed basis to Head Start locations.

- Work Schedule:

- This position is full time, 40 hours per week. Overtime hours, as needed.

- Work environment:

- This is a hybrid work environment and will consist of working remotely and/or in an office location. It is a fast paced, office work environment and includes, but not limited to, stocking the office supplies room.

- Background & Health Clearance Requirements: Head Start / CCP

- Criminal Records (e.g. Live Scan Fingerprinting), Child Abuse Index Check, Sexual Offender Registry, Health and Tuberculosis (TB) test clearances required.

Preferred

All minimum requirements above met, plus:

- Education: Two years of postsecondary education at either a two-year college or a vocational preparation institution.

- Experience: At least four years of relevant work experience as an Administrative Assistant, preferably supporting senior management.

- Technical Requirements - List specifics:

- Technical Requirements -

- Intermediate level using Outlook, Excel, Word, PowerPoint.

- Ability to type 35+ WPM.

- Behavioral:

- Demonstrated knowledge of general office procedures.

- Ability to multi-task.

- Ability to be flexible and adapt to rapidly changing work environments.

- Bilingual Preferred: Ability to converse, write and/or translate in English and Spanish.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c).

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