Center Administrative Assistant-Lynden

Position Purpose

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, incumbent may assist in providing training and technical assistance to employees and works closely with Center Staff, Parents and with and around children.

• Personnel Administration:
  Process employee paperwork, workplace injury paperwork, maintain employee data required by state licensor, ensure licenses and certifications are current. Assist Center Manager with employee staff schedules, time sheet adjustments, and payroll preparation. Participate in interviews, provide input and feedback on candidates, and ensure protocols are followed. Assist with the collection and organization of pre‑employment documents to support a smooth process for new hires.
• Office Administration:
  Complete, process Purchase Orders (PO), Expense Reimbursement Requests, reconcile expenditure and maintain and reconcile petty cash. Responsible for collecting and organizing the component area monthly reports, Child Enrollment Form (CEFs), Program Activity Forms (PAFs) and submit to the Center Manager for review and submission. Maintain resource manuals, ensuring that the information is current. Perform daily offsite mail pick‑up and delivery.
• Supplies Ordering:
  Maintain office, health and classroom supplies, inventory management and placing orders.
• Meeting/Training Coordination:
  Maintain meeting/training schedules, organize events, including reserving and setting up space. Remind participants of meeting schedules and promote strong attendance. Record accurate meeting minutes.
• Recordkeeping:
  Process, verify and maintain accurate and legally compliant documentation relating to personnel, in‑kind, USDA, safety and financial information. Maintain accurate meeting minutes and various filing systems.
• Community/Parent Meetings:
  Participate in community and/or parent meetings as assigned. Take notes and/or keep 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 procedures or activities that foster the contribution of in‑kind funds, through the request of goods, services, cash donations, and/or 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.
• 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 Microsoft Office.
• Accurate data management, documentation, and recordkeeping skills.
• Excellent communication and interpersonal skills.
• Experience in policy and procedure process.
• Ability to learn new tasks quickly and efficiently.
• Ability to handle…