Center Administrative Assistant-Lynden

Position is responsible for assisting the Center Manager in carrying out personnel and office administration functions.

Inspire Development Centers provides early Childhood Education (ECE) and social services to 3,110 children in center-based and home-based settings, at more than 25 Child Development Centers (CDC) throughout the State of Washington. At these sites, Inspire employs over 1,000 staff on a $52 million annual budget. Inspire provides these services under various federal and state funded programs with differing regulations and stipulations, which must be coordinated and adhered to, including, but not limited to:
Regional Head Start (RHS), Migrant Seasonal Head Start (MSHS), Early Childhood Education and Assistance Program (ECEAP), and Early Head Start (EHS). The organization is required to meet an annual quota of non-federal share (in‑kind) funds. A large majority of children’s first language is Spanish. Over the past 40 years, Inspire has strategically and incrementally increased its capacity to address the rapidly changing needs of its families and communities.

Position reports to the Center Manager. Although supervision is not a regular part of the job, the incumbent may assist in providing training and technical assistance to employees and works closely with Center Staff, Parents and children.

• Personnel Administration:
  Tasks include processing employee paperwork, workplace injury paperwork, maintaining employee data required by state licensor, ensuring licenses, certifications, etc. are current. Assist Center Manager with employee staff schedules, time‑sheet adjustments and payroll preparation. Participate in interviews, providing input and feedback on candidates, and ensuring protocols are followed. Assist with the collection and organization of pre‑employment documents to support a smooth process for new hires.
• Office Administration:
  Tasks include completing, processing Purchase Orders (PO), Expense Reimbursement Requests, reconciling expenditure and maintaining and reconciling petty cash. Responsible for collecting and organizing the component area monthly reports, Child Enrollment Form (CEF’s) Program Activity Forms (PAF’s) and submitting to the Center Manager for review and submission. Maintain resource manuals, ensuring that the information is current. Daily off‑site mail pick‑up and delivery.
• Supplies Ordering:
  Responsible for maintaining office, health and classroom supplies, including inventory management and placing orders.
• Meeting/Training Coordination:
  Tasks include maintaining meeting/training schedules, organizing events, including reserving and setting up space. Remind participants of meeting schedules and promote strong attendance. Responsible for accurate meeting minutes.
• Recordkeeping:
  Tasks include processing, verifying and maintaining accurate and legally compliant documentation relating to personnel, in‑kind, USDA, safety and financial information. Also maintain accurate meeting minutes and various filing systems.
• Community/Parent Meetings:
  Participate in community and/or parent meetings as assigned. Responsible for taking notes and/or keeping formal minutes as needed.
• Confidential Information:
  Maintain confidential information, which includes, but is not limited to, personnel records, health records, and participant personal and income information.
• In‑Kind Contributions:
  Contribute to any procedure or activity that fosters the contribution of in‑kind funds, through the request of goods, services, cash donations, and/or by encouraging professional, community members and parents to volunteer time to the program.
• Professional Growth:
  Show interest in furthering professional growth by attending staff meetings, workshops, trainings, and seminars.
• General Duties:
  Maintain confidentiality of program and client related information at all times. Perform all other duties as assigned.

• Must acquire an ECE State Certificate or 47 ECE related credits within five (5) years of the time of hire.
• Proficiency with personal computer, including…