Early Childhood Education Program Administrat

Department: Early Childhood Education - Child Development Center

Reports To: Child Development Center Program Manager

Job Status: Hourly - Non-Exempt, Regular Full Time

About the role

The Nooksack Indian Tribe Child Development Center Program Administrative Assistant is responsible for a wide range of tasks essential to the day-to-day operation of the program. This versatile and detail-oriented individual will perform various routines including bookkeeping, clerical work, family communication, assisting teaching staff, recruitment and enrollment, opening and closing the program, and conducting wellness checks when children arrive. They will split time between administrative duties and assisting teachers and children in the classroom. An essential function of this position is to assist the Program Manager and Lead Teacher with tasks such as day-to-day childcare coverage and program operations.

Schedule

The typical work schedule is an 8-hour shift between 7:30 a.m. – 3:30 p.m., Monday - Friday, and up to one evening shift of work per month. This position is contingent on continuing grant funding.

Responsibilities

• Manage multiple priorities and consistently take direction to re-prioritize tasks.
• Handle reception tasks, such as monitoring phone calls, voice messages, and basic office administration using Microsoft 365.
• Maintain a tidy office and clean building for staff, guests, children, parents, and visitors.
• Communicate regularly with parents, addressing their comments and concerns, and keeping them informed on new developments.
• Open, sort, review, prioritize, and forward all incoming mail, telephone calls, faxes, and emails, processing responses when appropriate.
• Maintain child records, office supply inventories, and other specific items needed.
• Assist with planning, scheduling, and coordinating meetings and trainings.
• Type appropriate emails and letters to parents, teachers, professionals, and affiliates.
• Set up, break down, organize, and manage events and activities, which may include late hours.
• Keep organized contact information for children, teachers, parents, and vendors.
• Maintain calendars and provide reminders of specific dates to administrative staff, faculty, and families.
• Maintain confidentiality in all aspects of the job.
• Communicate, interact, and work effectively and cooperatively with all staff and families.
• Assist the management team with the program’s day-to-day operations and uphold the program’s goals in fulfillment of its mission.
• Be present and visible during school hours to maintain a safe, positive, pro-learning environment and promote open communication.
• Model the school’s values and standards for professional conduct.
• Identify potential issues and obstacles and create and implement solutions.
• Manage recruitment and enrollment.
• Provide supervision for children outside playtime and additional support as needed throughout the school day.
• Assist in the classroom and supervise children on a regular basis.
• Assist with lunch preparation and distribution, ensuring proper sanitization such as handwashing and using clean plates and utensils.
• Step in to assist teachers during breaks.
• Open and close classrooms.
• Perform a wide range of office and field duties from time to time, which may or may not be related to regular responsibilities.

Requirements

• Must be 18 years or older.
• High School Diploma/GED.
• Experience in customer service.
• Bilingual in English and Spanish.
• Six months or more of licensed child care compliance experience.
• Must pass alcohol/drug test upon job offer and throughout employment.
• Subject to an extensive Criminal Background Check, including fingerprinting, at time of hire and periodically thereafter due to regular contact with or control over children.
• Complete required medical tests and vaccinations such as TB Test and COVID-19 Vaccination as governed by program regulations.
• Pass an initial health examination and re-examination every two years, including screeners or tests for communicable diseases.
• Must have and maintain a valid Washington State Driver’s License and meet the insurability requirements of the Tribe (must provide Driving Abstract at time of hire).
• Obtain and maintain the following certifications no later than the first available training offered upon hire:
  • Infant, Child & Adult First Aid & CPR Certification.
  • Food Handler’s Permit.
  • Bloodborne Pathogens Training (periodically thereafter as required).
  • Child Abuse & Neglect Mandated Reporter Training (periodically thereafter as required).
  • Fire extinguisher training (annually thereafter).

Physical Requirements

• Ability to stand, walk, sit, twist, bend/stoop, squat/kneel, crawl, move quickly, and reach on a daily basis.
• Specific vision abilities required include close vision, distance vision, peripheral vision, and depth perception, with or without corrective lenses.
• Willing and able to interact with children at their level (e.g., sitting on the floor).
• Ability to sit for extended periods while at a desk or in meetings.
• Manual dexterity to operate a keyboard, calculator, and telephone system.
• Ability to lift up to 40+ pounds without assistance occasionally.
• Ability to read, write, speak, and understand English.
• Ability to listen, understand customers, and translate rules, regulations, and policies to clients.
• Operate in mentally and physically stressful situations with composure.
• May need to walk/drive between office locations under a variety of conditions.

Preferred Qualifications

• Ability to work in a Native American community.
• Ability to maintain health and safety standards.
• Adherence to the Confidentiality Policy (statement must be signed).
• Cultural sensitivity.