Facilities Floater & Administrative Support

Facilities Floater & Front Area Support / Administrative Assistant

The Facilities Floater & Front Area Support / Administrative Assistant serves as a critical front-area operations support role, ensuring a safe, welcoming, and well-maintained environment for families, staff, and visitors. This position replaces traditional receptionist functions by focusing on front area coordination, access control, and visitor interaction while maintaining strong administrative and program support responsibilities. This is a shared role (50/50) between the Facilities Department and the Early Learning Academy. The role combines front area support, administrative/program assistance, and expanded janitorial and facility upkeep duties to sustain daily operations and compliance standards.

Essential Duties and Responsibilities

Include the following, other duties as assigned:

Front Area Support

Provides front-area presence, supports building flow, safety, and a welcoming environment rather than functioning as a traditional receptionist. Provides professional and courteous engagement with families, staff, and visitors, ensuring a supportive and service-oriented atmosphere. Manage incoming calls by and routing inquiries appropriately. Monitors front entrance activity and maintain awareness of building traffic to support safety and operational flow. Ensures front area is maintained organized and clean.

Program Activities and Support

Ensure compliance with all Early/Head Start Program Performance Standards, including those interpreted by Start Early, as well as applicable federal, state, city, and accrediting or licensing regulations. Engage in Active Supervision strategies at all times to support the safety, well-being, and appropriate oversight of children. Act in accordance with the program's Standards of Conduct by building respectful relationships with families, honoring parents and caregivers as their children's first and most important teachers, and maintaining strict confidentiality of child, family, and staff information. Support program operations through administrative and participant-facing tasks, including responding to phone inquiries ranging from routine requests to sensitive concerns, completing data entry, and assisting with the acceptance of childcare co-payments. Additionally, assist the Program Director in fulfilling leadership, management, and resource oversight responsibilities at the site, and support parent meetings and socialization activities through scheduling, ordering supplies and food, and welcoming participants.

Child Care Access & Security Support

Responsible for buzzing employees and childcare participants in as well as checking them in/out. Additionally, security issues passes to all visitors while following the agency's established policy and procedures about giving access to Child Care facility when a request to see a child is made. Responsive to the special needs of the Child Care Facility. Use good judgement when requests to see children in the Child Care Facility are made and immediately notify Child Care staff before giving access to the facility. Follows the Agency's established policy and procedures in regard to giving access to the Child Care facility when a request to see a child is made.

General Janitorial

Provides routine cleaning and general facility support across the agency, including common areas, offices, support spaces, and restrooms, ensuring all environments remain clean, organized, safe, and presentable. The position follows established sanitation protocols through the proper use of approved cleaning products and adherence to health guidelines, and performs periodic deep-cleaning tasks. Additionally, identifies and reports facility issues, including spills, damages, or hazards, and takes appropriate corrective action when safe to do so. The position assists with room setup, breakdown, and post-event cleanup for meetings, trainings, and program activities, and supports agency-wide waste management processes, including trash, recycling, and proper disposal of materials in accordance with agency policies.

Transportation Support

The position is expected to obtain and maintain a valid Class C Driver's License, in accordance with agency and insurance requirements, to support transportation needs. Upon completion of required training, the employee may serve as a backup driver to assist with the transportation of program participants, supplies, or materials as operational needs require.

General Requirements:

Sensitivity to cultural diversity is required. Will be subject to drug and alcohol screening, as well as aptitude and skills testing. 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 perform the essential functions.

Education/Experience:

High School graduate, or GED and 2-3 years of experience in office setting or administrative support; AA degree in Business Administration preferred. Knowledge of modern office practices, procedures, business equipment and of English, spelling and math. Familiarity with elementary principles of business and accounting. Good judgment in making decisions, recognizing established procedures and resourcefulness in meeting problems. Ability to work effectively under pressure.

Language Skills :

Bilingual in Spanish preferred.

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit, talk and hear. The employee frequently is required to use hands. Must be able to lift and carry 25lbs.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.