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Administrative Assistant

4 months ago

Beaumont, United States Child Care Group Full time
Job DescriptionJob Description

Make an Impact as an Administrative Assistant

You will serve as administrative support for the Child Care Assistance program and be responsible for clerical, secretarial, and administrative activities. You will support the management team and work under the direct supervision of the Director of Child Care Assistance.

Why work for ChildCareGroup?

Founded in 1901, ChildCareGroup’s (CCG) mission is to champion a strong early childhood system that teaches children and parents, trains early childhood professionals, and assists families. ChildCareGroup believes that children do better as their parents do better. When families thrive, communities succeed.


You are a great fit for the role because you identify with the CCG SPIRIT, our core values:

SERVICE – Lead with a servant’s heart

PROFESSIONALISM – Perform our best every day

INTEGRITY – Do what is right

RESPECT – Treat each other the way we wish to be treated

INCLUSION – Value individual differences

TEAMWORK – Communicate and collaborate to achieve our goals

Responsibilities and Essential Job Functions

  • Receives calls and directs potential clients to appropriate program or staff. Assists callers with requested needs. Will assist managers with call routing and processing customer contact requests in our department workflow system.
  • Prepares reports, letters, memoranda, training presentations and other documents using various types of computer software.
  • Assists with mass communication processing such as mailings, email and text messaging alerts; will be responsible for conducting routine inventory of office supplies and prepare the order, create and process purchase orders in our procurement system, completing price comparsions and gathering procurement information to be submitted with the purchase order. Additonal duties will be photo copying/scanning, faxing, preparation of proposals and collection of data to be formatted and distributed in reports. Provides administrative support to program and projects, such as writing content, preparation and compilation of surveys.
  • Schedules internal and external meetings, conference calls and other events for multiple managers, taking into account frequent changes and constant reprioritization; Ensures that the managers have accurate instructions, directions and necessary backup materials concerning all appointments and messages; Helps coordinate, prepare and arrange group meetings. Will schedule travel.
  • Will enter data into state and local databases and other in-house systems accurately and timely.
  • Organizes and processes all program invoices, expense claims and check requests in a timely manner. Codes or reviews the coding on all of the above.
  • Assists in the preparation of budgets, gathering price comparisons, preparing detail sheets, and accurately totaling each sheet
  • Assists in the preparation of contact proposals and grant work
  • Works on projects as assigned by the Department Managers
  • Responsible for complying with all CCG policies and procedures including, but not limited to, EEO/Affirmative Action, ADA, Conduct, Conflict of Interest, Solicitation and Safety
  • Other duties as assigned

Education and Experience

  • High School graduation or alternative education completed, degree preferred.
  • At least 3 years’ experience providing support and direction at a high level
  • Must have above average knowledge of personal computers, including Microsoft Word, Excel ( knowledge of formulas and using pivot tables), Powerpoint and Outlook
  • Must be detail oriented
  • Ability to work in a fast paced environment, flexibity is a must
  • Prompt and regular attendance required
  • Excellent organizational skills, good communication and writing skills are required
  • Experienced in maintaining a database
  • Bilingual in Spanish preferred
  • Must be flexible and able to enjoy a varied workload


Equipment

  • Computer, telephone headset, fax, scanner and all office equipment and general office equipment

Travel and Compliance

  • Must have a valid Texas driver's license if applicable
  • Driving record must comply with CCG's automobile insurance carrier requirements
  • Must have liability insurance coverage and reliable personal transportation
  • Ability to travel locally or out of town as required
  • Mileage reimbursement is offered when applicable
  • Must successfully meet all compliance background check requirements for federal funding throughout employment

Physical Demands

  • Work requires normal physical effort with minimal lifting requirements of items weighing 25 pounds or less
  • Visual attention
  • Manual dexterity/coordination

ChildCareGroup is an Equal Opportunity/Affirmative Action employer.


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