Administrative Assistant - Children's Center - Temporary

Bargaining Unit: Non Represented - Professional

Rate of Pay: $37.99/hour + DOE (Base Pay of $36.19 includes 5% temporary rate)

Summary
Serves as a point of contact in front office for internal and external stakeholders, performs clerical and administrative tasks, cultivates an organized work environment, oversees communication channels, manages resources and serves as a confidential administrative assistant to the Children’s Center Director.

Essential Duties and Responsibilities

• Functions as in front office point of contact for internal and external stakeholders, including clients, vendors, facility maintenance, and visitors.
  
  
  
  
  • Greets incoming and outgoing individuals.
  • Maintains a clean and orderly office space, reception area and common areas, including sanitation and disinfecting common areas and high touch surfaces for infection control.
  • Addresses inquiries and provides assistance as needed.
  • Answers phones, directs calls, and provides information.
  • Provides front line security measures, including access control of facility to safeguard personnel, assets, and facilities:
    
    
    
    
    • Identifies non-parent guests with picture ID and verifies parent approval, guides guest to sign in/out per policy and escorts guest while at the Center.
• Welcomes visitors for meetings, and ensures meeting room is set to support need.
• Monitors vendors, maintenance personnel, guests, visitors inside the facility.
• Reminds Lead staff of bi-annual center-wide fire drills, maintains reports for compliance reviews.
• Serves as a confidential administrative assistant to Center Director. Maintains confidentiality and coordinating calendars by scheduling/organizing meetings and appointments, including phones, meeting minutes, communication, correspondence, memos, meeting agendas, etc. Serves as conduit to inform Director of concerns, information, updates, inquiries, or other important matters.
• Performs administrative and clerical tasks, such as
  
  
  
  
  • Copies and prints materials,
  • Maintains organization records and files in compliance with organizational and state policies and procedures,
  • Collects and delivers correspondence and mail, reads/routes/delivers in-coming mail.
  • Prepares monthly revenue reports,
  • Prepares annual Immunization reports,
  • Inputs client data entry in a timely manner,
  • Processes monthly client billing,
  • Processes invoices for Director approval,
  • Orders supplies,
  • Maintains most updated forms available,
  • Identifies and properly disposes of out-of-date forms
  • Orders catering, as directed,
  • Deposits checks per TFHS accounting procedures,
  • Creates work orders, as directed, for facility work, phone issues, IT requests, etc
  • Updates and verifies State of California required postings are accurate and displayed,
  • Composes and distributes staff and client information, as directed,
  • Schedules staff classes and trainings as directed,
  • Maintains confidentiality and protects operations by keeping information confidential.
  • Establishes workflows, systems, and protocols to optimize efficiency, productivity, and organization of administrative tasks.
• Represents the organization in a professional manner, both internally and externally,
  demonstrating integrity, professionalism, confidentiality and discretion in all interactions and
  communications
• Oversees center-wide communication channels, including but not limited to:
  • Answers and monitors internal phone systems,
  • Monitors email accounts,
  • Efficient use of internal technology platforms,
  • Ensures timely and effective communication among Director, staff and stakeholders
• Promotes a positive and inclusive culture across all staff and clients. As directed, coordinates employee engagement of team-building activities and recognition programs. As directed, assist with client engagement activities.
• Maintains staff personnel records or other employee information:
  
  
  
  
  • Assembles and verifies completed staff files on a timely basis. Including but not limited to State Licensing required Personnel Records and supporting documents.
  • Routinely audits staff files in preparation for annual Licensing review.
  • Initiates new staff onboarding, including fingerprinting process, IT email and phone assignments, ensures completion of orientation assignments, and as directed, schedules new employee trainings as required by TFHS and TFCC
  • Provides support for staff use of internal systems including BrightWheel, Health Stream, use of telephone system, computer access, UKG and time/attendance system. Refer staff for assistance when needed.
  • Ensures staff signatures on assigned training binders and other materials.
  • Maintains a current employee list for State Licensing review.
  • Maintains a current Labor Pool employee form with copies in Emergency Plan binder.
• Creates an environment where employees have what they need to work effectively, includes solving unexpected issues quickly. Acts to reduce obstacles and improve efficiency. Reports concerns to Director.
• Maintains facility supply inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new or cost effective products; placing orders for supplies; verifying receipt of supplies.
• Serves as timekeeper by reviewing staff payroll in a timely manner for Director’s approval. Brings discrepancies to the attention of the Director.
• Maintains a working knowledge of Children’s Center parent and staff policies and procedures.
• Maintains working knowledge of hospital and State of California Licensing policies, procedures, and standards, regulatory updates, health and safety guidelines, and TFHS and TFCC protocols and policies, reports updates and non-compliance to Director.
• Maintains accurate client information and files:
  • Ensures child files are complete in accordance with State of California required Child File documents and TFCC required enrollment forms.
  • Routinely audits files for accuracy.
  • Identifies and properly disposes of child files in accordance with best practices.
  • Maintains working knowledge and the integrity of the computer software used to manage TFCC family management systems.
  • Enters and verifies all client information into identified systems timely and accurately.
  • Maintains monthly classroom roll call sheets accurately, as directed updating with newly enrolled children and children changing classrooms.
  • Provides staff with timely updates of newly enrolled children and changes.
  • Verifies attendance forms for subsidized children, accurately bill for reimbursement, submits to Director for signature in a timely manner. Record reimbursement payments in child billing account.
• Financial responsibility:
  • Ensures stewardship of District resources.
  • Accurately manages client billing and accounting system.
  • Follows Hospital and Center accounting procedures for reporting and depositing of funds.
  • Reconciles monthly revenue reports and report to Director.
  • Routinely audits accuracy of client attendance and monthly charges.
  • Processes and deposits all payments per TFCC and TFHD accounting procedures.
  • Adjusts client account for extra attendance charges, late charges, absent credits for per TFCC policy
  • Processes monthly client billing and accounting reports for Director’s review.
• Prioritizes tasks and follows work through to completion.
• Assists Director or Lead teachers in projects, as requested.
• Other duties may be assigned, including, classroom support staff in emergencies.
• Demonstrates System Values in performance and behavior.
• Complies with System policies and procedures.

Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Supervisory Responsibilities
None

Minimum Education/Experience
Associate's Degree in business administration, office management, or a related field; relevant work experience may be considered in lieu of formal education.

or 2-3 years relevant experience

Required Licenses/Certifications
None

Other Experience/Qualifications

Required:

• Proven experience in managing office systems or related roles, with a record of accomplishment of success in managing office operations and supporting organizational objectives.

• Strong organizational and multitasking skills, with the ability to prioritize tasks, manage competing priorities, and meet deadlines in a fast-paced environment.
• Excellent communication and interpersonal skills, with the ability to interact professionally with Director, Lead Staff, staff, clients, vendors, and other stakeholders at all levels of the organization.
• Able to cultivate a productive and organized work environment
• Proficiency in office software applications, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Adobe, Teams or Zoom
• Attention to detail and accuracy in data entry, document preparation, and recordkeeping, ensuring completeness, correctness, and confidentiality of information.
• Problem-solving and decision-making skills, with the ability to analyze situations, identify issues, and implement effective solutions to resolve problems and improve processes within scope of duties.
• Adaptability and flexibility in responding to changing needs, priorities, and circumstances, with a proactive and solutions-oriented approach to managing office operations.
• Commitment to professionalism, integrity, and confidentiality, maintaining discretion and confidentiality in handling sensitive information and personnel matters.

Preferred:

• Bachelor's degree in business administration, office management, or a related field; relevant work experience may be considered in lieu of formal education.