Administrative Assistant

Description

Position Title: Administrative Assistant

Position Structure: Administration

Employee Type: Full-time Regular

Supervisor Title: Program Director

Division: United States Programs

Child Safety: Frequent Contact

Summary

Under the direction of the Program Director with a dotted line to the Advisor 1, Finance & Operations, Head Start, the Administrative Assistant performs all duties as required for the smooth operation of an administrative office and other duties including answering calls, taking and distributing messages, picking up and distributing mail, typing, word processing, faxing, and other clerical duties as it relates to the support of Program Director.

As a Save the Children employee who will come into contact with children on a routine basis, you are expected to prevent child abuse in every situation by striving, through mental awareness, good practice and training to minimize risk to children. You must take positive steps to protect children who may be a subject of concern and report and respond to any instance of child abuse and promote training and awareness around all child safeguarding obligations.

What You’ll Be Doing

Assist the Program Director with daily administrative operations, preparing reports, meeting preparations, and scheduling appointments

Create regular reports as required or requested by the Program Director

Open and distribute incoming mail to appropriate individuals, prepares outgoing mail.       

Support Program Director in preparation, reproduction, distribution and recording of meeting agendas, minutes, reports, and other information                                             

Assist in the compilation of data as needed for submitting the Program Information Report [PIR] annually by the federal government's deadline.   

Provide input into the annual budget 

Provide fiscal support to Human Resource by ensuring that timesheet allocations are up to date and staff are using the correct coding and allocations on timesheets. 

Update and share budget coding and allocations as needed to staff  

Lead the review of all local nonfederal share documentation and gather all of the nonfederal share documentation monthly to be reported to National Finance team 

Work with staff and donors to correct in kind documentation as needed 

Attend meetings/trainings as needed or directed by the Program Director.        

Prepare documents for Policy Council Meetings 

Be the point of contact for staff with questions about submitting an advance or expense reimbursement through the Agresso accounting software 

Code and submit invoices to Accounts Payable 

Reconcile the Program’s monthly credit card 

Prepare regularly recurring reports for the Program Director and ad hoc reports as requested 

Oversee implementation of purchasing system including ordering, receiving and payment of invoices. 

Be the point of contact with local vendors. Work with service, supply and equipment vendors for bids, quotes, and invoices  

Stay abreast of financials and administrative policies and procedures to include inventory control, nonfederal share, risk management and procurement oversight.                                                                   

Receive information and prepares monthly program newsletter.                       

Attend meetings/trainings as needed or directed by the Program Director.       

Develop and create reports for Policy Council Board, community and Management on behalf of the Program Director.                                                                      

Other duties as assigned      

Required Qualifications

Associate’s degree in business administration or equivalent, plus at least one (1) year of relevant experience.

Demonstrated administrative experience

Professional proficiency in spoken and written English

Professional proficiency in MS Office Suite

Strong interpersonal, communication, and organizational skills.

Demonstrated ability to communicate and collaborate successfully with individuals and teams at all levels, whether internal or external.

Proven ability to multitask, with demonstrated organizational skills, and ability to work independently and within a team

Demonstrated commitment to fostering an environment of diversity, inclusion, and belonging

Physical Requirements related to essential functions: Ability to perform medium to heavy physical work exerting up to 50 pounds of force occasionally, up to 20 pounds frequently and up to 5-10 pounds constantly, performing such activities as sitting, crawling, stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting and grasping. This also includes some duties that require repetitive action and motion skills, keyboarding and computer use.

Clear pre-employment background check requirements, including local, state, and national criminal records check, sex offender registries, employment, and education verifications (including child abuse registry check if required by state regulations) and pass all state and local health requirements required post job offer and prior to employment. 

This position may require the incumbent to operate a motor vehicle to fulfill certain essential functions of the job.  The incumbent should maintain a valid driver’s license and remain in compliance with any Save the Children policies pertaining to the safe operation of motor vehicles.

Current and former Head Start/Early Head Start parents will receive preference for employment vacancies for which they are qualified.

Why you should join the Save the Children Team…

Save the Children US offers outstanding benefits that include health, dental, vision and life insurances, pet insurance, short-term and long-term disability coverage, an Employee Assistance Program, 403(b), generous vacation, personal sick leave, family leave, parental/adoption leave, commuter benefits, dress for your day, and much more.

Save the Children believes every child deserves a future. In the United States and around the world, we give children a healthy start in life, the opportunity to learn and protection from harm. We do whatever it takes for children – every day and in times of crisis – transforming their lives and the future we share.

Our work for children and their families requires that we commit—at every opportunity—to work together to identify and dismantle persistent systemic and structural racism, inequality, and any other forms of discrimination in this country and beyond. As an anti-racist organization, Save the Children will not tolerate discrimination in any form—in our employment practices, amongst our staff, in our leadership or toward the people we serve. We stand in solidarity with all people to fight for equal rights, justice, inclusion, and belonging.

We provide equal employment opportunities (EEO) to all employees and qualified applicants for employment without regard to race, color, religion, gender, gender identity or expression, ancestry, sexual orientation, national origin, age, handicap, disability, marital status, or status as a veteran. Save the Children complies with all applicable laws.

Save the Children is committed to conducting its programs and operations in a manner that is safe for the children it serves and helping protect the children with whom we are in contact. All Save the Children representatives are explicitly prohibited from engaging in any activity that may result in any kind of child abuse. In addition, it is Save the Children’s policy to create and proactively maintain an environment that aims to prevent and deter any actions and omissions, whether deliberate or inadvertent, that place children at the risk of any kind of child abuse. All our representatives are expected to conduct themselves in a manner consistent with this commitment and obligation.