Administrative Center Assistant

Are you passionate about working with young children and families? Ready to make a meaningful difference while working in a supportive, warm, and caring environment? Hispanic Human Resources Center (HHRC) invites you to join our mission-driven team as we lead the way in creating stronger futures for young children.

Why HHRC?

We believe that educating young children is essential to preparing children for their future. As a valued member of our team, you’ll enjoy a comprehensive benefits package and an inspiring workplace culture, including:

· Competitive Pay & Incentives

• Generous Vacation & Personal Time Off policies.
• Paid holidays, plus paid time off between Christmas and New Year’s.
• 403(b) retirement plan to plan for your future.
• Free health insurance with options for dental, vision, and life.

Position Overview

The Administrative Center Assistant is responsible for creating a warm and responsive office experience for families and providing administrative support to the Center Director. The Administrative Center Assistant is responsible for maintaining records, running reports, and conducting a wide range of duties which allow for the smooth operation of the Child Development Center. This position requires tact, sensitivity, and professionalism to guarantee our clients satisfaction.

ESSENTIAL JOB RESPONSIBILITIES

Secretarial and Administrative Support

1. Courteously greet visitors, families, and partners.

2. Ensure visitors sign in and out and direct them appropriately.

3. Answer phones, transfer calls, take and relay messages/voicemails.

4. Answer inquiries in person, by phone and by email when necessary.

5. Copy, Scan, Fax, and File documents as needed.

6. Receive, procure, open, and distribute mail in an accurate and timely manner.

7. Ensure that all mail received is forwarded to the appropriate person and/or destination.

8. Type and write correspondence as needed.

9. Enter data into data management systems (i.e., Child Plus, ProCare, etc.)

10. Provide support to the Center Director with data management systems (i.e., Run reports, maintain data, etc.)

11. Schedule, organize, and coordinate staff meetings as required.

12. Attend monthly Center meetings and record attendance and meeting minutes.

13. Process purchase orders for office supplies and other items as requested.

14. Create and maintain filing systems, both electronic and physical.

15. Support Center staff with minor technology issues (i.e., Accessing email accounts, Zoom or Teams Meetings, etc.)

16. Liaise with outside vendors as needed.

Evaluation, Assessment, and Internal Monitoring

1. Submit Work Orders and Maintenance Requests to ensure safe and healthy environments.

2. Monitor Child Plus to ensure compliance with local, state, and federal regulations.

3. Assist the Center Director in assessing and monitoring the health and safety of the center.

Family Engagement and Community Partnership

1. Support the role of families as lifelong educators.

2. Communicate with parents when necessary, regarding center and agency messaging and documentation needed.

3. Work cooperatively with staff and partner agencies to meet the needs of children and families as necessary.

Personnel

1. Run reports to assist the Center Director in ensuring compliance with personnel requirements.

Performance and Quality Improvement

1. Adhere to agency policies and procedures and those of licensing and funding agencies (Florida Department of Health in Palm Beach, Head Start, Early Learning Coalition, Florida Voluntary Pre-K, etc.)

2. Provide support to the Center in ensuring compliance with licensing and accreditation requirements.

3. Provide support to the Center Director as needed with funder reporting requirements (VPK, Head Start/Early Head Start, etc.)

4. Provide administrative support to the Center.

5. Run reports and aggregate data.

6. Promote continuous quality improvement and quality assurance efforts.

7. Take appropriate corrective action as needed.

8. Assist with the signing in and out of children when needed.

• Report suspected child abuse and neglect to the designated state reporting agency (Florida Abuse Hotline) and document the report on the Child Abuse Report Form following agency policy and procedures.
• Report and document all child and staff incidents, accidents and unusual incidents following agency policy and procedures.
• Respond appropriately to crisis or emergency situations that may occur.
• Perform First Aid and Cardiopulmonary Resuscitation (CPR) as needed.
• Maintain confidentially regarding staff, children and families enrolled.

Documentation

• Report and document suspected child abuse and neglect.
• Report and document child incidents, accidents, and unusual incidents when necessary.
• Log Center incident, accident, and abuse report forms.
• Log and maintain electronic files of licensing inspection reports.
• Complete Purchase Orders.
• Complete Maintenance Requests and Work Orders.
• Utilize data management systems (Child Plus, ProCare, etc.) to run reports and aggregate data.
• Complete office inventory to include equipment, materials and supplies for adequate inventory.
• Assist with the accurate and timely completion of local, state, and/or federal documentation or reports.

Professional Development

• Complete and maintain annual Inservice Training Requirements.
• Attend and participate in trainings and appropriate professional development activities.
• Attend and participate in agency and/or Center meetings.
• Engage in ongoing self-assessment about job performance.

ADDITIONAL JOB RESPONSIBLITIES

• Assist with breaks and food service as needed.
• Assist with ensuring the safe transition of children with special needs on and off the bus that transports them to and from therapy services.
• Work with other staff to ensure general maintenance and security of facility.
• Assist with inventory of equipment and supplies.
• Perform other duties as requested.

ESSENTIAL SKILLS AND ABILITIES:

• Ability to establish and maintain supportive relationships with staff, children, and families.
• Ability to work with diverse groups.
• Ability to work cooperatively with staff, partners, children, and families.
• Ability to project a positive attitude and patient demeanor.
• Sustained concentration and attention to detail and accuracy.
• Ability to be flexible regarding work assignments, changing demands, priorities and manage deadlines.
• Ability to problem solve and make sound decisions.
• Ability to respond appropriate to an emergency or a crisis situation.
• Strong written and verbal communication skills and interpersonal skills.
• Proficient computer skills, word processing, spreadsheets, data entry, internet, and e-mail.
• Strong organizational skills and the ability to multitask.
• Ability to manage time effectively and work independently.
• Ability to kneel, bend, stand, and sit at a desk to work or sit on the floor to interact with children when necessary.
• Ability to occasionally lift up to 25 pounds.

MINIMUM QUALIFICATION AND EXPERIENCE REQUIREMENTS:

1. A high school diploma or GED equivalent.

2. An Associate Degree or college coursework in Business Administration or related field from an accredited college or university preferred. Transcripts are required to validate educational requirements.

3. Completion of Part I and Part II of the DCF Introductory Child Care Training Requirements and the 5 Hour Early Literacy Training Requirement as documented on the DCF Training Transcript within one (1) year of hire.

4. A minimum of two (2) years work experience in an office, preferably at a child development center.

5. Experience with Microsoft Office Suite, specifically Word, Excel and Outlook.

6. Certification in Pediatric First Aid/CPR within 90 days from the date of hire.

7. Bilingual preferred: English and Spanish or English and other languages present in the local area.

8. Successful completion of a Level II Background Screening.

Pay: $17.00 - $18.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person