Administrative Assistant

* Only bilingual/biliterate candidates will be considered. A test will be administered prior to employment.

Position Summary:

Under general direction, provides administrative, clerical and program support to the Program Manager and subordinate staff in the program(s). Supports CAPSLO’s mission by ensuring administrative and clerical support for the Head Start, Early Head Start and State Child Development programs.

Required Education and Experience:

• Level I: 
  • Must have a High School Diploma or GED. 
  • Must have three years of experience in office management and clerical duties or an equivalent combination of education and experience.
  • Must be able to type 45 words per minute accurately. 
• Level II:  
  • 1. Must have a High School Diploma or GED.  
  • 2. Must have five years of experience in office management and  clerical duties or an equivalent combination of education and experience.
  • 3. Must be able to type 45 words per minute accurately. 

License & Certifications:

• Must have dependable, insured transportation and valid California Driver’s License (mileage to be reimbursed) and acceptable driving record. A DMV printout and proof of insurance will be required.  

Essential Functions:

• Performs clerical duties for the program/department and components thereof. 
• Gives out program information to the public, local organizations and staff in person or by telephone. Screens callers, answers inquiries and schedules meetings as necessary.
• Responds to telephone and written requests made by Directors, Managers, Program Coordinator and Specialists. 
• Gathers technical requests and gives to appropriate staff for response.
• Provides back-up support to CAPSLO receptionists and administrative staff.
• Uses Child Plus or NOHO software systems to enter data, procedures, programs and reports.
• As required by program location, assists with Human Resources-related administrative processing functions (i.e.: recruitment, personnel action notices, etc.). 
• As required by program location, assists Program Manager and program staff in the interview process; takes care of logistics, prepares paperwork and schedules interviews.  Collects all necessary personnel paperwork, center personnel files and notifies the Program Manager of staff changes.  

Responsibilities and Duties:

• Clerical duties include, but not limited to: typing/word processing, data entry, memorandums, reports, budget(s), statistical data, proposals, filing, duplicating and preparation of correspondence independently. 
• Attends and takes minutes at staff meetings, Policy Council meetings, conferences and/or workshops as required. Record proceedings and distribute them to appropriate persons. 
• Organizes, maintains and coordinates administrative office files.
• Organizes, types, duplicates and distributes program materials such as calendars, parent’s bulletins, forms, newsletter, flyers and other correspondence.
• Provides logistical support arrangements for meetings and activities, and develops agendas and prepares meeting materials.
• Assists as needed in distributing new and revised forms to centers for updating the procedures binders/cd and administrative files.
• Assists in preparing purchase requisitions for office and non-office supplies as needed.
• Assists in enrolling families into Child, Youth and Family Services (CYFS) programs.
• Assists with receiving and distributing incoming and outgoing mail, faxes, packages, and correspondence. Organizes and distributes correspondence. Responsible for the incoming and outgoing mail and faxes on a daily basis for the program.
• Coordinates with the HR Department on maintaining CYFS employee data.
• May assist the Transportation and Safety Supervisor with bus records (i.e., mileage, maintenance, etc.)
• May receive CYFS employee timesheets, and review calculations and make appropriate corrections.  Distributes paychecks to CYFS employees.
• Assists the CYFS Food program as needed.
• May assist in the reviewing of In-Kind calculating sheets for completeness before they are submitted to finance.
• May assist in the reviewing of Provider attendance records for completeness before they are submitted to finance.
• Must be dedicated to the goals and philosophy of the CYFS programs.
• Must use reasonable precautions in the performance of one’s duties and adhere to all applicable safety rules and practices; and act in such a manner as to assure at all times maximum safety to one’s self, fellow employees, clients and children.
• Performs other duties as assigned.

Knowledge, Skills and Abilities:

Knowledge:

• Must be computer literate with knowledge of MS Office, Word, Excel and PowerPoint.
• Maintains a current knowledge of CAPSLO programs, organizational structure, policies and procedures.

Skills:

• Must have strong communication skills both verbally and written.

Abilities:

• Must be able to maintain strict confidentiality.
• Must be able to work under minimum supervision and be self-motivated.
• Must be able to develop and maintain effective work relationships with other employees and representatives of private and public agencies.
• Must be able to develop reports, compile statistics and conduct research.
• Must be able to work under pressure of deadlines and difficult situations.
• Must be able to be flexible, take responsibility and use sound judgment.
• Must be able to relate well to all people of the community regardless of color, national origin, religion, sex, pregnancy, age, marital status, veteran status, sexual orientation, disability or socio-economic level.
• Must understand, uphold, and continue working toward accomplishing the mission, strategic goals and performance measures of the agency.

Supervisory Responsibility:

• No direct supervisory responsibilities.

Work Environment:

• This job operates in a professional office environment and requires working indoors in a temperature-controlled environment with some exposure to copier and printer chemicals/fumes.

Physical Demands:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Physical:

• Position requires intermittent sitting, standing, walking, twisting, and bending.
• Must be able to lift 30 pounds.
• Simple grasping and hand manipulation required, as well as reaching above and below shoulder level.

Travel:

• Attends staff meetings, conferences, and workshops as required. Must be able to travel occasionally.

Additional Eligibility Qualifications:

• Must be at least 18 years of age by date of hire. 
• Must submit proof of current vaccination status for measles, pertussis, and influenza (or a current, signed influenza declination form) in compliance with SB 792.
• Must comply with the CAPSLO COVID-19 Vaccination Policy, either being fully vaccinated or sign a COVID-19 vaccination declination form.
• Must complete a health screening physical completed within 30 days prior to employment and a current TB skin test/Chest X-Ray. 
• Employment is contingent upon meeting all job requirements and background requirements: criminal history check (Inclusive of DOJ, FBI and Child Abuse), acknowledgement of child abuse reporting responsibility, criminal record statement (Form LIC508), etc. A criminal history clearance is required prior to employment. 
• Upon hire agency staff will check the Megan’s Law (or the current sexual predator website) to ensure each staff being hired is clear for employment. Program administrative staff will check the website annually to ensure all program staff are cleared to work. 
• Must meet the Head Start Performance Standards and State requirements. 
• Employment in Head Start, Early Head Start and Migrant and Seasonal Head Start Programs is contingent upon approval of the Policy Council.

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. 

Reasonable Accommodations:

I have read and understand the Essential Functions of this position, including the Responsibilities and Duties. I also acknowledge that the Responsibilities and Duties for this position may change in the future with or without prior notice. 

I further understand that I can request a reasonable accommodation, should one be necessary for me to carry out the Essential Functions of this position. I can perform these with or without reasonable accommodation.