Administrative Assistant (Seasonal)

Job DetailsDescriptionPosition PurposeThis position is responsible to support Director of Programs and other supporting departments in a wide variety of administrative and day-to-day office functions of the Program Office, including but not limited to: housekeeping, records control, and special projects. This position will provide support to the management team in the area of reporting measurements from the Program Office components which include Education, MHD, FCP, Nutrition, Health, Facilities, and Compliance Departments.Distinguishing CharacteristicsInspire Development Centers provides Early Childhood Education (ECE) and social services to more than 4000 children, in center based and home based setting, at more than 27 Child Development Centers (CDC) throughout the State of Washington. Inspire provides services under various federal and state funded programs with differing regulations and stipulations, which must be coordinated and adhered to, including, but not limited to: Regional Head Start (RHS), Migrant Seasonal Head Start (MSHS), Early Childhood Education and Assistance Program (ECEAP) and Early Head Start (EHS). The agency is required to meet an annual quota of non-federal share (in-kind) funds. A large majority of children’s first language is Spanish.Supervisory And Other RelationshipsThe Administrative Assistant reports to the Director of Programs and works closely with department staff and IDC personnel.Examples Of Essential Duties And AccountabilitiesThe following examples of duties and accountabilities illustrate the general range of tasks assigned to the position but are not intended to define the limits of required duties. Other essential duties may be assigned consistent with the general scope of the position. Maintains Office Efficiencies: Responsible for planning and implementing office systems, which include day to day operations and procurement and accounting systems. Supporting all departments with record keeping, reporting. etc. In-Kind Donations: Coordinate submittal of in-kind documentation utilizing efficient and effective systems and processes to ensure accuracy and verifiability. Tasks include designating and reporting on in-kind contribution goals for each site, monitoring in-kind submissions, and maintaining/overseeing database with in-kind contribution information. Administration and Grant Support: Responsible for assisting with preparing grant applications, and other program reporting documents; i.e., board reports, policy council reports, proposals, survey questionnaires, and quality control functions. Also, screens department mail and routes to appropriate personnel. Training Support: Assist in making all detail arrangements for training sessions and/or workshops, and conference to be attended. Contract Support: Responsible for assisting with contract review and ongoing monitoring to ensure compliance. Negotiate, monitor and close contracts. Scrutinize all component service plans to assure quality services in accordance to Head Start Performance Standards and contracts for errors and adherence to agency contract format and appropriate coding. Policy Council: Assist with Policy Councils, including participation in meetings in accordance with regulations and PC bylaws. Coordinate the issuance of timely notices of Policy Council meetings; liaison to Center Managers and Policy Council Members (ECE department activity). Produces meeting minutes and works in coordination with Parent Governance Specialist. Confidentiality: Maintain confidentiality of program and client related information at all timesMinimum QualificationsIncumbents are required to demonstrate knowledge and abilities in these areas: Associate’s degree in Business Administration or related field , with three (3) to five (5) years’ work related experience; Strong typing skills (60-70 wpm) with less than five (5) mistakes; Experience in policy and procedure process; Excellent communication and interpersonal skills; Excellent problem-solving and decision-making skills; Understanding of the interrelationships between services and systems; Ability to maintain a good working relationship with all co-workers and the general public and to use good judgment in recognizing the scope of authority; Ability to learn new tasks quickly and efficiently; Ability to handle multiple tasks simultaneously and meet deadlines; Ability to gather data for reports; Strong customer service focus; Ability to work with culturally diverse population; Proficiency with personal computer, including Microsoft Office; and Accurate documentation and recordkeeping skills.These skills and abilities are typically acquired through a combination of education, experience and training. This combination will provide the competence to perform the work of the position.Preferred Qualifications Previous Head Start experience. English/Spanish bi-lingual fluency. Supervisory experience.Position RequirementsIncumbents are required to have the following: Valid Washington State driver’s license; Proof of automobile insurance; Ability to travel to perform job duties and responsibilities; Must pass initial and periodic criminal and background check; Must pass initial and periodic employee health clearance; (present it within forty-five (45) days of employment); Current First Aid / CPR cards; (suggested for Safety Committee Members within thirty (30) days of membership); Subject to initial and periodic TB screen; Subject to random drug screen; Must sign a Confidentiality Agreement; and Must complete and sign a Conflict of Interest Disclosure Statement on an annual basis.