Administration Support Assistant

Location:

North Campus Administration - Vista, CA

Hourly: $18.63 - 22.10

52 Weeks

Since 1965, MAAC has been maximizing self-sufficiency with families and individuals through high-quality programs and advocacy in our communities. MAAC employs dedicated staff who provide life-changing services to thousands of individuals annually through programs in five core focus areas: Education, Economic Development, Health & Wellbeing, Housing, and Advocacy & Leadership Development. Through a wide variety of programs, MAAC has grown to become one of the largest nonprofit social service organizations in the community. Learn more about the great things happening with MAAC at http://www.maacproject.org/

Under supervision, the Administrative Support Assistant (ASA) is responsible for performing a wide variety and complex administrative and clerical duties involving independent judgement and action. This position coordinates the scheduling of temporary and/or long-term substitute teaching staff (including staff occupying "Floater" classifications), daily office operations including, but not limited to, answering phones, directing calls, responding to email correspondence, composing, and typing correspondence, preparing reports, scheduling, and managing meetings, ordering supplies and using typical office software for additionally assigned administrative and clerical duties. The incumbent is expected to exercise discretion and independent judgment in the performance of all duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

• Provides administrative support to the CDP leadership team, including but not limited to the Director, Associate Director and Area and Service Area Managers; responsible for translating from Spanish to English and English to Spanish in person, in writing or by telephone.
• Collaborates with the CDP leadership team to monitor staffing patterns in center-based programs; contacts temporary staffing agencies to schedule temporary or long-term substitute teachers for centers on a routine basis; manages scheduling of on-call and floater staff
• Collects, organizes, prepares and distributes a variety of reports containing information on staff.
• Establishes, prepares, compiles and maintains confidential program files, reports, regulations, correspondence; maintains strict confidentiality of sensitive/confidential information of staff and families enrolled in the program; complies with procedures to protect the confidentiality of personally identifiable information in child records.
• Attends HR/Area Manager meetings to address recruitment efforts and staff vacancies.
• Establishes effective and cooperative relationships with all staff, families, business and community partners.
• Provides courteous and professional service to all members of the public and agency staff.
• Attends recruitment events to which include evenings and weekends.
• Reviews substitute teacher work hours and submits invoices for payment
• Coordinates approved purchases of supplies, equipment, and materials; processes and distributes supply orders to various centers and/or program locations.
• Processes and maintains educational and professional development reimbursement records for staff; reviews mileage reimbursements; records and submits documents to accounts payable for processing.
• Compiles and monitors in-kind reports. Conducts yearly training in-kind to staff to provide updates and/or clarification of procedures or changes due to audit requirements.
• Works evenings and/or weekends as needed and assigned.
• Performs other related duties as assigned.

Knowledge of:

• Practices and basic principles of working in an administration setting providing program support.
• Principles and practices of management and supervision.
• Records management; general office systems and procedures
• Standard and specialized business software including, but not limited to, Microsoft Office Suites including Word, Excel, Access and Outlook.
• Bookkeeping, purchasing and fiscal principles and procedures.
• Community and social services needs of low-income people and relevant community resources.

Ability to:

• Independently perform complex word processing and related tasks; format letters, reports, tables; proofread and edit to produce professional results
• Demonstrate excellent and comprehensive computer skills, including Internet operations, Microsoft applications and experience with Child Plus or a similar database program(s)
• Provide prompt, efficient and responsive service in a demanding work environment
• Work collaboratively with management, staff and community partners
• Communicate effectively both orally and written; demonstrate effective interpersonal skills
• Relate positively and effectively with families of diverse cultures, disabilities and social economic backgrounds
• Maintain confidentiality when dealing with sensitive information
• Effectively demonstrate bilingual skills (English/Spanish)

• High School Diploma or GED
• Two (2) years of experience and/or education in administrative/clerical fields which includes operational skills/knowledge listed above
• Demonstrated proficiency (including word processing at a minimum of 50pm) in Microsoft Office Word, Excel, PowerPoint, Outlook and data bases such as ChildPlus.
• Bilingual (English/Spanish) reading, writing, speaking required

VALUE-BASED BEHAVIORS

Listens attentively to others. Asks clarifying questions to gain a better understanding of the other persons views and underlying assumptions
Works effectively in a team environment and actively participates in joint problem solving; willingly cooperates with co-workers
Identifies and takes advantage of opportunities for personal and professional development
Attends work consistently and punctually. Arrives to meetings prepared and on time; honors work commitments; follows through on what was agreed upon; meets deadlines
Honors the private and confidential matters of co-workers. Protects the proprietary information of MAAC systems
Follows rules, regulations, and policies; positively contributes to implementing changes
Deals with issues directly, in a respectful and timely manner. Focuses on resolving the issue while not criticizing the person. Follows rules, regulations, and policies; positively contributes to implementing changes

HEALTH STATUS

Must have a physical examination, TB clearance and a drug screen by a doctor/clinic designated by MAAC as well as immunization records for influenza*, pertussis and measles as required by state and federal regulations prior to the first day of employment.

PHYSICAL AND MENTAL DEMANDS

The physical and mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands

While performing the duties of this class, an employee is regularly required to stand, walk and sit, talk or hear both in person and by telephone, uses hands to finger, handle or feel objects or controls, reach with hands and arms. An employee also is regularly required to stoop, kneel, bend, crouch or crawl, climb or balance and lift up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, color vision and the ability to adjust focus.

Mental Demands

While performing the duties of this class, the employee is regularly required to use written and oral communication skills; read and interpret information; analyze and solve problems; observe and interpret people and situations; use basic math; learn and apply new information or skills; work under intensive deadlines and interact with MAAC management, administrators, staff, teachers, parents, family members, children and others encountered in the course of work.

BACKGROUND CLEARANCE

All positions are subject to a background/education check, DMV check, NSOR, exclusion and debarment checks prior to hire and periodically throughout employment as required by various funding sources.

Note: California Start law requires background criminal checks on anyone who works in a licensed childcare facility who is not a client. Must have or obtain a current criminal background check clearance, signed criminal record statement, and signed Acknowledgement to Report Child Abuse form prior to the first day of employment.

TRANSPORTATION

Must have and maintain a valid California Drivers License, daily use of a personal, insured vehicle, and have and maintain a motor vehicle driving record acceptable to MAACs insurance carrier. Incumbents will be enrolled in the California DMV Pull Program.