Administrative Assistant - Children's Center - Temporary

Bargaining Unit: Non Represented – Professional. Base pay of $37.99/hour (includes 5% temporary rate).

About the Role

Serves as the front office point of contact 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.

Responsibilities

• Functions as the front office point of contact for internal and external stakeholders, including clients, vendors, facility maintenance, and visitors.
• Greets incoming and outgoing individuals and maintains a clean, orderly office space, reception area, and common areas, including sanitation and disinfecting for infection control.
• Addresses inquiries, provides assistance, answers phones, directs calls, and provides information.
• Provides front-line security measures, including access control of the facility to safeguard personnel, assets, and facilities:
  • Identifies non-parent guests with picture ID and verifies parent approval.
  • Guides guests to sign in/out per policy and escorts them while at the Center.
  • Welcomes visitors for meetings and ensures meeting rooms are prepared.
  • Monitors vendors, maintenance personnel, guests, and visitors inside the facility.
  • Reminds Lead staff of bi-annual center-wide fire drills and maintains reports for compliance reviews.
• Serves as a confidential administrative assistant to the Center Director:
  • Maintains confidentiality and coordinates calendars by scheduling meetings and appointments.
  • Manages communication, correspondence, memos, and meeting agendas.
  • Serves as a conduit to inform the Director of concerns, updates, inquiries, or other important matters.
• Performs administrative and clerical tasks:
  • Copies and prints materials.
  • Maintains organizational records and files in compliance with policies and procedures.
  • Collects, delivers, reads, routes, and distributes incoming mail.
  • Prepares monthly revenue reports and annual immunization reports.
  • Inputs client data in a timely manner.
  • Processes monthly client billing and invoices for Director approval.
  • Orders supplies and maintains updated forms, disposing of outdated ones.
  • Orders catering as directed and deposits checks per accounting procedures.
  • Creates work orders for facility, phone, or IT issues.
  • Updates and verifies State of California required postings.
  • Composes and distributes staff and client information as directed.
  • Schedules staff classes and trainings.
  • 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 professionally, demonstrating integrity, professionalism, confidentiality, and discretion in all interactions.
• Oversees center-wide communication channels:
  • Answers and monitors internal phone systems and email accounts.
  • Ensures efficient use of internal technology platforms.
  • Ensures timely and effective communication among the Director, staff, and stakeholders.
• Promotes a positive and inclusive culture across all staff and clients.
• Coordinates employee engagement activities, team-building, and recognition programs as directed.
• Assists with client engagement activities as directed.
• Maintains staff personnel records and other employee information:
  • Assembles and verifies completed staff files, including State Licensing required documents.
  • Routinely audits staff files in preparation for annual Licensing review.
  • Initiates new staff onboarding, including fingerprinting, IT assignments, and orientation.
  • Schedules new employee trainings as required.
• Provides support for staff use of internal systems (BrightWheel, Health Stream, UKG, telephone, and time/attendance systems).
• Ensures staff signatures on assigned training binders and other materials.
• Maintains current employee lists for State Licensing review and Labor Pool forms in the Emergency Plan binder.
• Creates an environment where employees have what they need to work effectively, solving unexpected issues quickly and improving efficiency.
• Maintains facility supply inventory by checking stock, anticipating needs, evaluating products, placing orders, and verifying receipt.
• Serves as timekeeper by reviewing staff payroll for Director’s approval and bringing discrepancies to attention.
• Maintains working knowledge of Children’s Center, hospital, and State of California Licensing policies, procedures, and standards.
• Reports updates and non-compliance to the Director.
• Maintains accurate client information and files:
  • Ensures child files are complete in accordance with State and TFCC requirements.
  • Routinely audits files for accuracy and disposes of outdated files properly.
  • Maintains the integrity of computer software used for family management systems.
  • Enters and verifies client information accurately and timely.
  • Maintains monthly classroom roll call sheets and updates staff on changes.
  • Verifies attendance forms for subsidized children and submits billing for reimbursement.
• Financial responsibilities:
  • Ensures stewardship of District resources.
  • Accurately manages client billing and accounting systems.
  • Follows Hospital and Center accounting procedures for reporting and depositing funds.
  • Reconciles monthly revenue reports and audits client attendance and charges.
  • Processes and deposits payments per procedures.
  • Adjusts client accounts for extra attendance charges, late charges, or absent credits.
  • 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.
• Performs other duties as assigned, including classroom support in emergencies.
• Demonstrates System Values in performance and behavior and complies with System policies and procedures.

Requirements

• Ability to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
• Associate's Degree in business administration, office management, or a related field; relevant work experience may be considered in lieu of formal education.
• 2-3 years of relevant experience.
• Proven experience in managing office systems or related roles, with a record of success in managing office operations and supporting organizational objectives.
• Strong organizational and multitasking skills, with the ability to prioritize tasks and meet deadlines in a fast-paced environment.
• Excellent communication and interpersonal skills, with the ability to interact professionally with staff, clients, vendors, and stakeholders.
• Ability 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.
• Problem-solving and decision-making skills, with the ability to analyze situations and implement effective solutions.
• Adaptability and flexibility in responding to changing needs and priorities.
• Commitment to professionalism, integrity, and confidentiality in handling sensitive information.

Preferred Qualifications

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