Administrative Assistant - Early LIFE

POSITION: Administrative Assistant   

REPORTS TO: Site Director & Director, ERSEA 

CLASSIFICATION: Full Time 

EXEMPT/NONEXEMPT: Non-Exempt Salaried 

SALARY: $33,280 – $36,595.92 

================================================================ 

GENERAL DESCRIPTION: 

The Administrative Assistant is the front-line representative of the Early LIFE pre-school, the receptionist at the front desk of the school.   This person must have excellent interpersonal skills as well as an awareness of building, staff and student safety and security. The Administrative Assistant also assists in recruiting and enrolling children.  This person must also possess excellent clerical and computer skills to appropriately assist the Director of the pre-school in the professional running of the Early LIFE Center. 

MAJOR DUTIES AND RESPONSBILITIES: 

Center Support Responsibilities 

• Perform receptionist duties and provide clerical support for the Director, Family Services, Teachers and Food Handlers. 

• Perform data processing as requested by the Site Director and/or Director, ERSEA, attendance card management, student progress reports and all data for each individual child. 

• Responsible of program’s petty cash including bookkeeping reports. 

• Provide office support including monitoring postage meter, pre-school’s copying machines, ordering supplies, requesting repairs. 

• Maintain accurate and current emergency procedure information for contacting parents and guardians. 

• Ensure compliance with building evacuation procedures with respect to clerical tasks needed to meet those emergency activities. 

• Provide the Site Director with a timely daily report on staff absence so that appropriate staff coverage can be obtained for each day.  

• Maintain child absence notes in a secure place. 

• Ensure that any school mailings are appropriately handled and processed. 

• Represent Lutheran Social Service of New York’s mission, values, ethics; always uphold agency Code of Conduct. 

ERSEA & Record Keeping Responsibilities 

• Assist with recruitment and intake processing of newly enrolled children including the data entry into PowerSchool, WES and MySchools. 

• Maintain child master file with all necessary record components.  

• Ensure all required information is entered into PowerSchool, including but not limited to: enrollment status, homeroom, enrollment/drop dates, transfers, contact information, emergency contacts, schedule type. 

• Maintain site enrollment tracker with all necessary information as determined by Early Life CQI Team, including but not limited to: remote attendance tracking process, quality electronic record reviews and action items, enrollment status updates (status, enrollment/drop dates, current fees), schedule type. 

• Prepare and submit monthly meal count reports for internal finance team by monthly deadline. In the event of remote learning, also responsible for ensuring documents are submitted. 

• Supervise child-care fee collection and outstanding balance, including monitoring weekly fee changes, recording payments received/money order #’s, family recertification dates and notifications etc. 

• Fully participate in weekly team and individual meetings.  

• May be re-assigned to new site as needed/permanently based on agency-wide needs. 

QUALIFICATIONS 

EDUCATION: 

• High School Diploma or GED and administrative experience  

• Associates or Bachelor’s degree in a related field preferred 

EXPERIENCE: 

• Minimum of 2 years’ clerical experience in an office or school setting 

• Familiarity with required systems (WES, MySchools, PowerSchool, MySchool Bucks, Vendor Portal, COPA, etc.) 

SKILLS & ABILITIES: 

• Demonstrates initiative, self-starter; able to support the site Director and perform clerical tasks needed to appropriately run the Early LIFE Center 

• Demonstrated ability to provide high level of customer service and effectively represent the Early LIFE Center by phone and in person with school visitors, parents, guardians, general public, new enrollees 

• Demonstrated ability to use computers and current technology, including familiarity with: preparing memos, parent notifications and communications, maintaining basic excel spreadsheets, presentation development, virtual meeting participation. 

• Willingness to continue clerical training and professional development 

• Demonstrated ability to work cooperatively with staff and local caretakers of the Early LIFE Center 

• Demonstrated ability to follow through on all required reporting tasks and mandates 

• Demonstrated ability to work efficiently and effectively when representing the Early LIFE Center in dealings with the LSSNY Central Offices.