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Administrative Assistant

Location:Palo Alto, CA
Salary Range:DOE
Benefits:Employer paid health care benefits for employees; 11 paid holidays; vacation and sick time; participation in Agency's 403(b) Plan
Employment Type:Full Time
Program / Dept:Children's Development Services
Description:JOB SUMMARY: The Administrative Assistant position provides administrative, clerical, customer service and data management support for Children’s Developmental Services (CDS) program management and team.
• Ensure highest ethical & business practices
• Ensure compliance with all legal requirements and agency policies
• Ensure a healthy, safe, clean working environment
• Ensure the health and safety of clients / program participants, personnel and visitors at all times
• Provide attentive and professional customer service to all families
• Excellent organizational skills
• Ability to use a computer and knowledge of software such as Microsoft Word, Excel, PowerPoint, and Outlook Exchange
• Establish and maintain positive working relationships with referral sources and community
• Engage in cross-training and provide substitute coverage for programs as assigned
• Complete and maintain program, staff and space calendars for CDS
• Contact families to confirm appointments for assessments, services and special events
• Assist management team with parent education program and activities (scheduling, planning, etc.)
• Provide statistics for CDS programs monthly
• Assist management team with monthly billing procedures as assigned (service tracking, invoicing, payment tracking, receipt generation and distribution)
• Complete intake/discharge paperwork and filing for CDS clients
• Manage birthday/graduation/case management/phone lists
• Manage program related emails, newsletters, bulletin boards, event postings and other communication systems
• Respond, provide information and direct CDS related phone calls, emails and in person requests

• Attend staff meetings, trainings and department events as assigned
• Promote, market and represent department in the communities, at fairs, tours and other events in the community
• Monitor office and program supply lists for program and shop for supplies as needed.
• Assist with maintenance and organization of parent resource library and files
• Ensure POSs, authorizations and payment history data are up to date for all services
• Special projects as assigned by Director
• Explore and develop further improvements for efficient administrative tasks
• Assist management team with licensing, accreditation requirements, preparation and maintenance as assigned
• Update, organize and make available department and agency forms

• Ability to stand/sit for extended periods, kneel, reach & bend related to completion of duties
• Ability to lift & carry 50 lbs.
• Ability to perform sedentary work
• Ability to use a keyboard
• Ability to drive and access to vehicle for work related trips

Duties & responsibilities may be added, deleted or changed at any time at the discretion of management, formally or informally, either verbally or in writing.
Qualifications:High School Degree or Equivalent required. AA or BA business in administration, early childhood education or related field preferred.
Experience: Minimum 2 years’ experience performing administrative duties; demonstrated knowledge of Microsoft Word, Excel and Outlook.
Substitution: None
Certification: None
Other: Communicate clearly & effectively, verbally & in writing; project a professional & positive image at all times. Must have valid driver’s license, automobile liability insurance. Bilingual in English and Spanish strongly desired

Pre Employment Requirements: Clearance with the Department of Justice by completing a background check consisting of having fingerprints processed by appropriate law enforcement agencies.

Post Employment Requirements: Physical, 2-step Tb test. Maintain all job related certification requirements.


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