Center Administrative Assistant

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. The organization employs over 1,000 staff on a $52 million annual budget and offers services under various federal and state funded programs, including Regional Head Start (RHS), Migrant Seasonal Head Start (MSHS), Early Childhood Education and Assistance Program (ECEAP), and Early Head Start (EHS).

Inspire must meet an annual quota of non‑federal share (in‑kind) funds and coordinate regulatory requirements across programs. A majority of children’s first language is Spanish, and the organization has expanded its capacity over the past 40 years to meet evolving community needs.

Position reports to the Center Manager. Although the role does not include direct supervisory duties, the incumbent may provide training and technical assistance to employees and works closely with Center Staff, Parents, and children.

• Personnel Administration: Process employee paperwork, workplace injury reports, and maintain employee data required by state licensor. Ensure licenses and certifications are current, assist with scheduling, timesheet adjustments, payroll preparation, interview participation, and organization of pre‑employment documents.
• Office Administration: Complete purchase orders, expense reimbursement requests, reconcile expenditures, manage petty cash, collect and organize monthly reports (Child Enrollment Forms, Program Activity Forms), maintain resource manuals, and handle off‑site mail delivery.
• Supplies Ordering: Maintain office, health, and classroom supplies, manage inventory, and place orders.
• Meeting and Training Coordination: Maintain mandatory meeting schedules, reserve and set up spaces, remind participants, promote attendance, and record accurate minutes.
• Record‑Keeping: Verify and maintain accurate, legally compliant documentation for personnel, in‑kind contributions, USDA, safety, and financial information. Maintain filing systems.
• Community/Parent Meetings: Participate in meetings, take notes, and record formal minutes as needed.
• Confidentiality: Protect personnel, health, and participant personal and income information.
• In‑Kind Contributions: Contribute to activities that foster in‑kind funds, request goods, services, or cash donations, and encourage volunteers.
• Professional Growth: Attend staff meetings, workshops, trainings, and seminars.
• Perform all other duties as assigned.

• Required ECE State Certificate or 47 ECE‑related credits within five (5) years of hire.
• Proficiency with Microsoft Office and other personal computer applications.
• Accurate data management, documentation, and record‑keeping skills.
• Excellent communication and interpersonal skills.
• Experience in policy and procedure processes.
• Ability to learn new tasks quickly and handle multiple tasks simultaneously.
• Knowledge of office administration procedures.
• Ability to maintain good working relationships and exercise good judgment.
• Ability to read, write, and interpret documentation.
• Strong customer service focus.
• Ability to work with a culturally diverse employee population.

Applicants should have an associate’s degree in office administration or a closely related field and two years of work‑related experience in an administrative assistant, data clerk, or secretary role, or a comparable combination of education and experience. English/Spanish bi‑lingual fluency is a distinct advantage.

• Previous Head Start experience.
• English/Spanish bi‑lingual fluency.

• Must be at least 18 years of age.
• Ability to travel as required.
• Must pass initial and periodic background checks.
• Must pass initial and periodic employee health clearance (within 45 days of employment).
• Maintain current Food Handler card and obtain training within 30 days of employment.
• Maintain current First Aid/CPR cards and obtain training within 30 days of employment.
• Subject to initial and periodic TB screening.
• Complete HIV/AIDS training within 30 days of employment.
• Complete Blood Borne Pathogen training within 30 days of employment and annually thereafter.
• Provide MMR immunization record or proof of immunity.
• Subject to drug and/or alcohol testing per IDC policy.
• Complete initial STARS/MERIT training within 6 months of employment.
• Complete 15 hours of continuing in‑service training annually (10 STARS hours).
• Finish all required position trainings and sign a confidentiality agreement.

A summary of benefits associated with this position can be found at (Use the "Apply for this Job" box below). Temporary employees are not eligible for benefits.