Administrative Assistant

Child Care Associates is an equal opportunity employer who offers equal employment opportunities without regard to race, color, religion, sex, national origin, age, pregnancy, mental or physical disability, political affiliation, beliefs, protected veteran status in accordance with applicable federal laws, or any other protected class.

The Administrative Assistant provides comprehensive administrative support to the Child Services department by coordinating day-to-day office operations, maintaining schedules and calendars, preparing reports and correspondence, processing documentation, organizing files, tracking information, and supporting efficient communication across departments. This role is responsible for completing routine and specialized administrative tasks with accuracy, confidentiality, and strong attention to detail. As part of the organization’s administrative support pool, the Administrative Assistant also provides regular front desk receptionist coverage and support, including greeting visitors, answering and directing calls, managing incoming and outgoing mail and deliveries, assisting with general office inquiries, and helping ensure a welcoming, professional, and responsive front office experience.

• Prepare and process correspondence, reports, and forms for the Child Services leadership team with accuracy and efficiency.
• Manage and update the Child Services team’s monthly calendar, ensuring seamless scheduling and coordination.
• Process purchase requests and track expenditures to support team operations.
• Maintain and organize administrative, program, and personnel files with attention to accuracy and confidentiality.
• Assist in compiling program statistical reports, ensuring data accuracy and timely submission.
• Support the preparation of grant proposals and other program-related documents, ensuring compliance with requirements.
• Utilize office equipment effectively and optimize workflow for efficiency.
• Identify and communicate issues, facilitating resolutions in a timely manner.
• Review reports for accuracy and completeness before submission.
• Manage incoming and outgoing mail and deliveries, ensuring proper distribution.
• Provide direct support to the Child Services Executive Director and assist with team projects and special initiatives as needed.
• Support the planning, execution and tracking of key organizational projects.
• Develop timelines, assign tasks, and ensure deadlines are met.
• Coordinate cross-departmental collaboration and communication.
• Prepare reports, data summaries and presentations to track project progress.
• Assist with grant reporting and compliance as needed.
• Perform other related duties as assigned to support the overall success of the Child Services department.
• High school diploma or equivalent with at least three years of experience in an administrative or executive support role. A bachelor's degree in business administration or a related field is preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant business software. Ability to type 60-70 WPM with minimal errors.
• Strong verbal and written communication skills, with the ability to interact professionally and effectively at all levels of the organization.
• Exceptional attention to detail, strong organizational abilities, and the capacity to manage tasks efficiently in high-pressure situations.
• Ability to maintain confidentiality regarding personnel matters while demonstrating professionalism and courtesy in all interactions.
• Comfortable working closely with executive leadership and cross-functional teams, providing high-level administrative support.
• Experience planning, coordinating, and executing events or projects with precision, ensuring follow-through on all details.
• Capable of streamlining processes, managing documentation, and handling administrative workflows with accuracy and efficiency.
• Reliable, insured vehicle for work-related transportation.
• Driving & Mileage Reimbursement (Non-Frequent Driver):
  This position is classified as a Non-Frequent Driver, meaning the employee may drive their personal vehicle on an occasional basis for CCA business. The employee must maintain a valid driver's license, successfully complete a Motor Vehicle Record (MVR) check, and provide proof of personal auto insurance meeting minimum liability limits. HR approval as a cleared driver is required prior to claiming mileage reimbursement in accordance with CCA policy.
• Must meet all health and safety requirements, including:
  • Passing a pre-employment and/or periodic physical exam
  • Annual TB screening
  • Background check and renewals as required

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 these functions.

• Repetitive use of hands; reaching and turning;
• Ability to lift up to 20 pounds; light lifting of supplies and…