|Location:||Palo Alto, CA|
|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 Childrens 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
PHYSICAL ACTIVITY REQUIREMENTS:
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.
Other: Communicate clearly & effectively, verbally & in writing; project a professional & positive image at all times. Must have valid drivers 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.
ABILITIES UNITED IS AN EQUAL OPPORTUNITY EMPLOYER
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