Data and Provider Relations Administrative Assistant II

Job Summary

Provide administrative, data entry, project coordination and logistical support for Family Support. Provide back-up support to agency reception staff.

Duties and Responsibilities

• Treat information on Early Years clients, employees or Board members in a confidential manner
• Assist with phone calls, filing, and other administrative tasks for the Child and Adult Care Food program for family child care homes
• Order and stock general office supplies, departmental brochures and resources; maintain a supply inventory
• Assist with purchasing orders and tracking of expenses
• Follow up with child care providers by phone about needs for updated information and/or documentation of changes
• Assist with communication with waiting list and scholarship families by phone and/or email
• Assist with department evaluations by conducting phone surveys and tracking survey participant and completion information
• Run standardized Durham PreK reports and share with program leadership
• Assist with Durham PreK provider contracting by creating fillable PDFs, merging and editing PDFs, and collecting signatures via DocuSign
• Track and assist in processing monthly attendance information for Scholarship payments
• Assist with data entry of scholarship child data into state reporting system
• Coordinate creation of bimonthly family newsletter
• Coordinate, prepare and track bulk mailings
• Maintain and organize departmental files
• Perform various other administrative tasks including copying, faxing, printing, etc.
• Assist office with front desk/reception coverage
• Perform other tasks as assigned by agency leadership

Special Skills

• Effective oral, written and interpersonal communication skills with internal and external clients
• Strong command of Microsoft Office and Google Platform
• Experience with Adobe PDF and/or DocuSign preferred
• Attention to detail with ability to accurately handle large volume of administrative work

Education and Experience Requirements

• Two years of college.
• Two years administrative experience with a variety of office responsibilities
• Data entry experience preferred

Special Working Requirements

• An automobile at his/her disposal; a valid, non-suspended NC driver’s license and a current automobile liability policy with continuous coverage. Reasonable accommodations may be made at the agency’s discretion.
• Must be able to manipulate and operate office supplies and equipment. Occasionally required to lift up to 25 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential responsibilities.
• No substantiation or criminal conviction of child abuse or neglect
• Some positions may require need for flexible schedules, including potential evening and weekend work
• Must adhere to established health and safety protocols when onsite at Early Years’s physical office locations
• If working remotely or approved for a hybrid work arrangement, must have dependable internet access and a home environment conducive for remote work.
• Some positions may require some regional/statewide/national daytime and/or overnight travel.

Early Years Benefits

Early Years has a generous benefits package. Permanent employees that work at least 20 hours per week are eligible for benefits. Some of the benefits we offer include:

• Section 125 Cafeteria Plan
• Health, dental, vision and life insurance
• Medical and Dependent Care Flexible Spending Accounts (FSA)
• Employer contribution to 401k Retirement Plan
• Paid annual and sick leave
• 15 paid days of holiday leave
• Paid child Involvement Leave
• Paid discretionary leave
• Employee Assistance Program
• Child Care Tuition payments
• And more…

Early Years also offers many fringe benefits. Some of the fringe benefits include:

• Casual dress work environment
• Direct deposit
• Standing and emergency payroll advances
• Child Care Referral assistance
• And more…

Early Years has been awarded Living Wage Employer Certifications in Orange and Durham Counties, and is a Family Forward NC Certified Employer.

Employment is contingent upon passing a criminal background check. Early Years is no longer requiring the COVID-19 vaccine for employment due to the fact that there is significantly less risk of severe illness. However, Early Years strongly recommends that employees receive this vaccination in order to minimize the risk of infections in our workplace.

Job Features

• Job Category: Non-Exempt
• Division: Child Care Resource & Referral
• Department: Family Support
• Hiring Range: $34,008 - $39,109