Administrative Assistant III

Early Learning Center

JOB SUMMARY:

This position requires exemplary customer service within a diverse community of children, families, AU students and AU Observers. It plays a critical role in the organizational structure and daily management of ELC by overseeing all program-related data management.

Pre-employment assessments on Microsoft Word and Excel will be conducted. Our union positions have excellent benefits including tuition remission for the employee, spouse and dependent children.

REPORTS TO: Director of the Early Learning Center

RESPONSIBILITIES & DUTIES:

• Welcomes families in the morning to establish a positive atmosphere.

• Receptionist services, answer phones, schedule appointments, provide information for anyone inquiring about ELC, and maintain calendars.

• Perform routine upkeep of office equipment, e.g. photocopier, printer, fax machine.

• Managing and inventory for all ELC’s orders: food, milk, office supplies, instructional supplies, materials, maintaining an organizational system and restocking. Processing all purchase orders with the e-procurement system and verify all deliveries.

• Build a relationship with all distributors.

• Schedule with public safety and maintain record of monthly fire drills, including monthly fire inspection inventory for NYS OCFS, shelter in place and evacuation drills.

• Keep all OCFS required documents (incident reports, attendance sheets, name to face) replenished and filed away at month’s end.

• Prepare and monitor all work orders.

• Receive and distribute mail.

• Assist in classrooms where needed for NYS OCFS ratio regulations.

• Supporting children when toileting, illness or other needs arise.

• Monitoring an ill child while awaiting family pickup.

• Assist in arrangement of special events.

• Assist in preparation for NAEYC Accreditation.

• Archive fiscal, child records and other materials for archive. Coordinate with mail person.

• Perform other job related duties as assigned.

Specialized-Higher-level Administrative tasks unique to the Early Learning Center

Financial Transactions:

• Track and record tuition payments in the Pro-care Accounting Data.

• Create monthly tuition invoices, adjustments when necessary.

• Accounts receivable, post payments in Pro-care system.

• Work with Bursar office for deposits.

• Balance month end receivables.

• Track aging reports.

Student Worker Payroll and Scheduling:

• Manage, approve and enter all student worker hours into CLASS system.

• Assists Associate Director with student worker schedule, coordinate, call subs to meet NYS OCFS ratio regulations.

Implement, Manage, Train Staff, Maintain Pro-Care Family Engagement System:

• Completed training sessions and webinars to learn the new Pro-Care Family Engagement App.

• Trained all staff in the Pro-Care Family Engagement App.

• Invited and manages the parent engagement.

• Manages all the updates for the App.

• Trained all staff in the Teacher Assessment section of the App.

Manage and Maintain the Family Inquiry List:

• Assemble enrollment packets.

• Schedule tours.

• Support Director in tours.

• Review enrollment packets with families.

• Create children files with all required OCFS documents.

• Manage classroom enrollment slotting.

NYS OCFS Medical Documentation:

• Monitoring, organizing, maintaining all children’s medical file.

• Keep all medical records up to date.

• Liaison with Parents and Physician offices for correct completion of forms.

• Updating allergy list on a daily basis.

• Posting allergy alerts in ELC.

• Managing Yearly NYS Immunization report.

• Inventory monthly and replenish all classroom first aid kits and evacuation bags.

• Notify families of contagious illness.

• Making sure allergy medications and forms are up to date.

• Keeping up to date with manufactures that have allergen free facilities and products.

• Keeping up to date on new allergy medications on the market.

• Providing families with snack safe products they may bring in for parties.

REQUIREMENTS: (Knowledge, Skills and Abilities)

• Ability to prioritize workload according to volume, urgency, etc.

• Good organizational skills and attention to detail.

• Excellent interpersonal skills.

• Ability to handle multiple tasks effectively and accurately.

• Good verbal; and writing skills.

• Ability to work with students and colleagues in a diverse environment.

PHYSICAL REQUIREMENTS:

• Ability to sit at a desk for long periods of time.

• Ability to work on a computer for long periods of time.

• Ability to open drawers and file paperwork.

EDUCATIONAL/EXPERIENCE REQUIREMENTS:

• Bachelor’s degree is required.

• Minimum of two years of experience as an Administrative Assistant is required.

HOURS:

• Monday – Friday, 8:00am- 4:00pm.

• After the training period, there is one day remote each week.

POSITION(S) SUPERVISED:

• Student Employees.