Administrative Assistant

Job Description

Typical duties may include but are not limited to:

• Provides administrative assistance to the Development Center Director, including responsibilities such as managing calendars, composing correspondence, and handling travel arrangements.
• Works in early childhood classrooms as needed.
• Serves as the liaison to various constituents through correspondence, phone, and in-person contact, including responsibility for unit reception and assisting with daily operational tasks as assigned by the center Director.
• Works in ProCare software management system to manage billing, waitlist, and other aspects of software.
• Assists Director with completion of initial and annual FL DCF Child Care Licensing requirements. Assists in self-study for NAEYC Accreditation and ongoing renewal. Assists with the completion of annual VPK and School Readiness contracts through the Early Learning Coalition of Southwest Florida.
• Assists Director in reviewing records regularly to ensure all required licenses remain up to date. Coordinates inspections necessary for licensure and licensure renewal.
• Coordinates the scheduling of parent/teacher conferences and including communication and follow-up.
• Maintains Development Center website and works with FGCU website personnel to make updates as needed.
• Collects information, conducts research, and prepares materials for use in discussions, meetings or for decision-making purposes.
• Assists in creating, editing, finalizing, and maintaining constant updates for the policies and procedures manual required by DCF Licensing.
• Creates or maintains unit filing systems or workflows and maintains confidential information. Collects data needed for various reports.
• Drafts or reviews correspondence or other documents.
• Maintains office supply inventory, interacts with vendors, or serves as contact for space, equipment or facility issues.
• May supervise or serve as a lead for other staff, including students.
• Provides transactional maintenance of funds and accounts. Processes Child Care Food Program (CCFP) submissions for reimbursement and assists Director with annual CCFP Contract.

Other Duties:

• Performs other job-related duties as assigned.

Additional Job Description

Required Qualifications:

• This position requires a high school diploma and six years of full-time experience directly related to the job functions.
• 45 clock-hour childcare training as required by the Department of Children and Families. Training must begin and be completed within 30 days of hire.
• An additional 9 school readiness training as required by the Department of Children and Families. Training hours within 30 days of hire.
• CPR certified within 90 days
• First Aid certified within 90 days
• Experience operating a personal computer and proficient with Microsoft Office (Word, Excel, Access, and Outlook).
• Any appropriate combination of relevant education, experience, and/or certifications may be considered.

Preferred Qualifications:

• Bachelor's Degree from an accredited institution in an appropriate area of specialization.
• Work experience in an education setting.
• Experience with Workday.
• Experience with ProCare or similar software program.

Knowledge, Skills & Abilities:

• Knowledge of general office procedures.
• Ability to Complete the DCF 45-hour childcare training.
• Ability to Complete the DCF 9-hour school readiness training.
• Ability to Complete CPR training.
• Ability to Complete First Aid training.
• Knowledge of budget control principles, practices, and procedures.
• Excellent interpersonal, verbal, and written communication skills.
• Strong organizational skills and an ability to prioritize and complete simultaneous projects when numerous and complex demands are involved.
• Ability to operate personal computers with proficiency and learn new applications and systems.
• Ability to accurately prepare and maintain records, files, and reports.
• Ability to work successfully as both a member of a team and independently with minimal supervision.
• Ability to think critically and creatively, have a high standard of integrity, and be motivated to incorporate best practices into the organizational structure.
• Ability to effectively manage the work of others by providing information, guidance, and motivation.
• Ability to interpret and apply laws, regulations, policies, and procedures consistently.
• Ability to analyze and solve problems, draw valid conclusions, and/or develop appropriate alternatives where applicable.
• Ability to maintain confidentiality and discretion at all times.

Pay Grade 15