Administrative Assistant - Nutrition & Early Learning

Job Details:

Job Location:

Yakima, WA 98901, Position Type:
Full Time, Education Level: High School or GED, Salary Range: $19.50 - $23.00 Hourly, Travel Percentage:
Up to 25%, Job Shift: Day, This position provides professional administrative support to the Nutrition an Early Learning programs and staff, helping support efficient day-to-day program operations across both our East and West Yakima locations.

Administrative & Clerical Support

• Provide professional reception, telephone, visitor, mail, scheduling, and general clerical support for early learning and nutrition programs
• Maintain confidentiality and follow HIPAA, safety, security, and agency protocols
• Maintain parent resource boards, program materials, and Pro Care information
• Receive and receipt all billing
• Maintain cleanliness of reception, meeting spaces, and common areas and follow opening and closing procedures
• Maintain positive, outgoing team atmosphere toward staff and clients

• Maintain accurate family, child, and immunization records in the system
• Support in collecting fees and subsidy payments for all billings to include submitting subsidy invoices and maintaining accurate subsidy records in collaboration with agency finance department
• Maintain accurate enrollment including updating Pro Care and Intelli Kids
• Maintain program forms and records including attendance, meal counts, and documentation for all state and federal programs
• Support program managers in maintaining compliance with state and federal reporting in electronic databases
• Coordinate ordering of supplies and equipment, maintain inventory and assist with ticketing for facility repairs and maintenance
• Coordinate with program managers, EL leadership, and agency finance staff to support effective center operations

• Screening and relaying incoming calls and emails.
• Providing general reception to visitors as needed.
• Drafting, translating and editing program materials
• Processing claims to support compliance with OSPI Child and Adult Nutrition Program

• Participate in monthly supervision meetings with direct supervisor
• Take day-to-day direction from Program Managers when working within the early learning centers
• Attend nutrition and early learning team meetings as assigned
• Perform other duties as requested

Job Requirements:

• This position normally requires the physical demands of standing, walking, bending, lifting up to 50lbs or performing other work requiring medium physical exertion, talking and hearing and adequate vision on a regular basis to perform the job requirements. These physical demands are required up to 70% of the time.
• This position normally requires the physical demands of sitting, standing, walking, bending, lifting or performing other work requiring low physical exertion, talking and hearing on a regular basis to perform the job requirements. These physical demands are required up to 90% of the time.
• This position has two primary work locations, so will require limited local daily driving between east and west Yakima campuses.

• High school diploma or GED required
• 2 years of college or business school training preferred

• Prior administrative or clerical experience required

• Bilingual English & Spanish required
• Pleasant, professional, welcoming and friendly demeanor with staff and clients
• Detail-oriented and able to manage multiple-line telephone system in a busy office setting, which requires multiple task management
• Comfortable with standard office equipment and general computer skills including use of Microsoft Office

• Valid driver’s license and minimum…