Administrative Assistant/Secretarial/Clerical


Position Summary

An Administrative Assistant is responsible for managing the schedules and communications of key company executives. Their duties include prioritizing emails and phone calls, gathering documents to prepare for meetings and coordinating travel arrangements.


Administrative Assistants have more that administrative duties. They also filter and prioritize client visits and or phone calls and communicate on behalf of the executives they support.


Essential Duties and Responsibilities

The essential functions include, but are not limited to the following:

  • Providing administrative assistance, such as writing and editing emails, drafting memos, and preparing communications on the executive’s behalf.
  • Assist with the daily operations of the Child Care, Preschool, and parent and staff communication
  • Assist in the planning for all Child Care programs including advertising, community involvement, parent education, fundraising, and family events
  • Maintaining comprehensive and accurate records using the Procare Childcare Management System
  • Performing Tuition Collection and Payment, student attendance, parent communication using Procare
  • Assist in coordinating Department of Human Services licensing rules and regulations with Child Care staff
  • Organizing Meetings, including scheduling, sending reminders, taking notes, and organizing catering when necessary
  • Answering phone calls in a polite and professional manner, sorting, and distributing mail, maintaining files
  • Welcoming visitors and identifying the purpose of their visit before directing them to the appropriate department
  • Managing the executive’s calendar, including making appointments and prioritizing the most sensitive matters
  • Attending Professional Development Trainings
  • Maintaining Newsletter, Website, and all Social Media Platforms
  • Completing banking transactions and carrying out basic bookkeeping
  • Keeping inventory of office supplies and ordering supplies and materials
  • Participates in interviewing, job applicants and conducts orientation of new employees as needed
  • Locates and compiles information; formats reports, graphs, tables, records and other sources of information
  • Assists with special events planning
  • Operates personal computer to access e-mail, electronic calendars, and other basic office support software
  • Uses various software applications such as spreadsheets, relational databases, statistical packages, and graphics packages to assemble, manipulate and/or format data and/or reports
  • Exercises administrative judgment and assumes responsibility for decisions, consequences, and results impacting staff, costs, and/or quality of service within the functional area


Minimum Qualifications (Knowledge, Skills, and Abilities)

  • High School Diploma or GED (Two years college or equivalent work experience preferred)
  • Two years of related experience or relevant coursework
  • Associate degree preferred
  • Knowledge of basic administrative procedures; office practices; correspondence preparation
  • Have a MERIT account including a STARS ID number
  • Have the DCYF Licensing Orientation Certificate
  • Child Care Basics Initial Training (via MERIT)
  • Infant/child CPR and First Aid certification and Bloodborne Pathogens certification
  • Must clear full background check and must pass TB health screening
  • Provide proof of Vaccination
  • Food Handlers Permit
  • Able to exchange non-routine information using tact and persuasion as appropriate
  • Good oral and written communication skills


Physical Demands and Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or finger, handle, or feel objects, tools or controls. The employee is occasionally required to stand; walk; sit; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, and the ability to adjust focus. The noise level in the work environment is usually moderate.



This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.

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