Administrative Assistant

Job Description

Job Description

Description:

Position Overview

The Administrative Assistant provides front-office, clerical, enrollment, and operational support to ensure the smooth daily functioning of Pathways Early Education Center of Immokalee. This position works closely with the Program Administrator while reporting directly to the Assistant Center Director.

The Administrative Assistant serves as an important point of contact for families, visitors, and staff and is responsible for providing professional, welcoming, and responsive service. The position also supports child records, enrollment, attendance, family communication, and general administrative functions while maintaining confidentiality and accurate documentation.

Essential Duties and Responsibilities

Front Office & Family Support

Greet and assist children, families, visitors, and staff in a welcoming and professional manner.

Answer the center telephone, manage messages, and route inquiries to the appropriate staff member.

Communicate pertinent information regarding children, families, staff, or center operations to the appropriate member of leadership.

Assist families with general questions, forms, and center information.

Maintain and update parent bulletin boards and other family-facing information.

Prepare and distribute parent communications, newsletters, announcements, and informational materials.

Assist with emergency and center-wide communications using DialMyCalls and other approved communication systems.

Enrollment, Attendance & Child Records

Assist with child enrollment, including collecting required documentation and ensuring records are complete and accurate.

Maintain children's files and update records as needed to support DCF, ELC, and other applicable compliance requirements.

Support attendance tracking, including ELC and RCMA attendance portal requirements.

Enter and maintain child and family information in Procare and other approved systems.

Assist with collecting parent fees and following up on past-due accounts as directed.

Maintain accurate and confidential child and family records.

Administrative & Clerical Support

Provide general administrative support, including filing, copying, scanning, typing, data entry, and document preparation.

Prepare copies, forms, and other materials requested by teachers and distribute them to classrooms as appropriate.

Check, sort, and distribute incoming mail daily.

Assist with maintaining organized electronic and paper filing systems.

Maintain confidentiality regarding children, families, employees, and organizational information.

Maintain a neat, organized, and professional front-office environment.

Program & Operational Support

Assist with menu posting and updates and support documentation related to USDA and licensing requirements.

Assist with inventory checks, office and program supplies, and ordering support.

Support the scheduling and preparation of meetings, center events, and other activities as needed.

Assist with classroom scheduling, staff breaks, and coverage to help maintain required staff-to-child ratios.

Provide classroom coverage as needed and when qualified to do so.

Work closely with the Program Administrator to support smooth daily center operations.

Staff & Organizational Support

Participate in staff meetings, orientation activities, and required trainings.

Maintain professional and courteous communication with families, staff, children, visitors, and community partners.

Demonstrate flexibility in scheduling based on the operational needs of the center.

Provide administrative support to center leadership as assigned.

Perform other duties as assigned to support the effective operation of Pathways Early Education Center of Immokalee.

Qualifications

* High school diploma or equivalent required.

* Previous experience in an administrative, clerical, customer service, school, childcare, or similar professional setting preferred.

* Proficiency in Microsoft Office, email platforms, and general computer applications; Canva experience preferred.

* Ability to learn and accurately use systems such as Procare, attendance portals, and other center technology.

* Bilingual in English/Spanish and/or English/Creole.

* Must meet all applicable state background screening requirements.

* Ability to work a flexible schedule based on the operational needs of the center.

Skills & Competencies

* Strong verbal and written communication skills.

* Excellent customer service and interpersonal skills with the ability to interact professionally with children, families, staff, and visitors.

* Strong organizational skills and attention to detail.

* Ability to multitask, prioritize responsibilities, and manage interruptions in a fast-paced environment.

* Accurate data entry, recordkeeping, and document management skills.

* Professional telephone and front-office etiquette.

* Ability to maintain confidentiality and exercise appropriate professional judgment.

* Strong follow-through and ability to complete assigned tasks accurately and timely.

* Ability to work collaboratively as part of a team while also working independently when needed.

* Adaptable, dependable, and able to respond appropriately to changing daily priorities.

* Basic problem-solving skills and ability to recognize when an issue should be escalated to leadership.

Physical Requirements

* Ability to lift up to 15 pounds, with or without reasonable accommodation.

* Ability to sit, stand, walk, bend, and navigate office and classroom environments throughout the workday.

* Ability to perform routine computer, telephone, filing, copying, and other administrative functions.