Administrative Assistant (ECE)

Job Overview

This position is responsible for assisting the Assistant Director of Early Childhood Education with various administrative tasks in relation to EHS/HS Programs to ensure compliance with AVANCE's mission and programs, established policies, standards and procedures, and goals, as well as any standards of operation, plans, procedures, and applicable laws.

Job Responsibilities

• Promotes and models the organization's Core Values.
• Monitors and reports on expenses and in-kind revenue.
• Generates reports and enters data into systems as needed.
• Processes check requests related to specific grants using the assigned coding structure.
• Calculates expense drawdowns for federally funded grants as required.
• Tracks administrative and T&TA costs.
• Processes and maintains credit card expenses.
• Assists in planning and organizing staff meetings, staff development, and special events.
• Makes meeting arrangements as advised and attends to amenities, facility arrangements, and documentation accordingly.
• Ensures deadlines are met and assigned tasks are completed correctly.
• Assumes responsibility for maintenance of office equipment, including computers, copy machines, and fax machines.
• Maintains office supplies by checking inventory and orders items.
• Follows program confidentiality policies concerning information about children, families, and other staff members.
• Responds to questions and requests for information from various departments and partners.
• Generates memos, emails, and reports when appropriate.
• Answers incoming calls and emails.
• Attends training as required by applicable programs and AVANCE policy.
• Other duties as assigned.

Requirements

Education

Required:

• High School Diploma or GED, with formal training in business office procedures, office systems, business communications, and computer literacy.
• Proficiency in MS Office with expertise in Microsoft Word, PowerPoint, and Excel.
• Ability to analyze and revise operating practices to improve efficiency.
• Detail-oriented and comfortable working in a fast-paced office environment.
• Exceptional communication skills.
• Superior organization skills and dedication to completing projects in a timely manner.

Preferred:

• Associate or bachelor's degree
• Bilingual (English/Spanish - Oral and Written)

Work Experience
Required:

• At least two years of administrative assistant or office assistant experience.

Preferred:

• At least 3 years supporting a director-level or higher supervisor.

Additional Skills Required

• Word processing speed and accuracy of 60 WPM.
• Must be computer literate, with proficient working knowledge in word processing, spreadsheets, and databases.
• Must be bondable.
• Excellent written and oral communication skills.
• Accurate, detail-oriented, and able to meet deadlines.
• Able to handle multiple tasks at one time.
• Preferred bilingual, but not required.
• Must have dependable transportation, a valid driver's license, a clean driving record, current auto liability insurance, and be insurable by AVANCE, San Antonio, Inc.

Disclaimer(s)

This is not necessarily an all-inclusive list of job-related responsibilities, duties, skills, efforts, requirements or working conditions. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed as assigned. Nothing in this job description forms or is intended to form a contract of employment. Neither shall the content in this job description be interpreted to conflict with, or to eliminate or modify in any way, the "at will" employment status of AVANCE San Antonio employees. Employment remains on an "at-will" basis.

Travel


5-10% annually on average, mostly local


Equipment


Computer, computer software programs and peripherals, resource materials and equipment, copier, fax, and other equipment applicable to the position.


Working Conditions

Mental and Physical Demands


Maintain emotional control under stress; work with interruptions and deadlines; walking, standing, stooping, bending, pulling, and pushing, use hands to finger, handle or feel; reach with hands and arms; occasional: lifting/carrying, pulling/pushing 10-30 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Environmental Factors


Occasional exposure to biological hazards (communicable diseases, bacteria, insects, mold, fungi, etc.). Occasional exposure to weather related conditions when working in outside environment/neighborhoods and events.


ADA/ADAAA Statement

AVANCE is committed to equal opportunity in employment for persons with disabilities and complies with the Americans with Disabilities Act of 1990 (ADA), as amended, and any other applicable state and federal laws. Accordingly, AVANCE does not discriminate against qualified individuals with disabilities regarding application, hiring,


advancement, discharge, compensation, training or other terms, conditions, and privileges of employment. Moreover, it is AVANCE's policy to provide reasonable accommodations in employment to qualified individuals with disabilities so that they can perform the essential functions of the job, unless the accommodation would impose an undue hardship on the operation of AVANCE's business or would change the essential functions of the position. Retaliation against an individual with a disability for utilizing this policy or seeking a reasonable accommodation is prohibited. Individuals with any questions or requests for accommodation should contact the Human Resources Department.


EEO/AAP Statement

AVANCE values diversity and is committed to providing equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, gender identity or expression, age, sexual orientation, genetic information, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law. It is also our goal to employ and advance in employment women, minorities, individuals with disabilities and protected veterans, and to treat qualified individuals without discrimination on the basis of their physical or mental disability or veteran status.