Center Administrative Assistant Job Pasco area,Washington USA,Administrative/Clerical

Distinguishing Characteristics

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.

Supervisory

and Other Relationships

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.

Essential Duties and Responsibilities

Personnel Administration:
Process employee paperwork, workplace injury paperwork, maintain employee data required by state licensor, ensure licenses and certifications are current; assist the Center Manager with employee staff schedules, timesheet 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 for new hires.

Office Administration:
Complete and process Purchase Orders (PO), Expense Reimbursement Requests, reconcile expenditures and maintain petty cash; collect and organize component area monthly reports, Child Enrollment Forms (CEF’s), Program Activity Forms (PAF’s) and submit to the Center Manager; maintain resource manuals; perform daily off‑site mail pick‑up and delivery.

Supplies Ordering:
Maintain office, health and classroom supplies, including inventory management and placing orders.

Meeting/Training Coordination:
Maintain meeting/training schedules, organize events, reserve and set up space; remind participants of meeting schedules; ensure 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 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 personnel records, health records, and participant personal and income information.

In‑Kind Contributions:
Contribute to any activity that fosters in‑kind funds through request of goods, services, cash donations, and/or encourage community members and parents to volunteer time to the program.

Professional Growth:
Attend staff meetings, workshops, trainings, and seminars.

Maintain confidentiality of program and client related information at all times.

Perform all other duties as assigned.

Minimum Qualifications

Must acquire an ECE State Certificate or 47 ECE related credits within five (5) years of hiring.
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 multiple tasks simultaneously and meet deadlines.
Knowledge of office administration procedures.
Ability to maintain a good working relationship with all co‑workers and the general public; use good judgment in recognizing scope of authority.
Ability to read, write and interpret documentation.
Strong customer service focus.
Ability to work with culturally…