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Administrative Assistant- Preschool

Monday, 29 January 2018

FAMILY CAMPUS PRESCHOOL ADMINISTRATIVE ASSISTANT

BGCGG provides hope and opportunity through school age, family strengthening, and community outreach programs, offering over 60 program locations that serve over 6,000 children daily and 10,000 families annually. BGCGG’s mission is to enable all young people, especially those who need us most, to reach their full potential as productive, caring, responsible citizens. Our vision is to ensure that the children and youth who attend our programs become competent adults, caring parents, and responsible citizens.

Class:                            Non-exempt, Full time

Hourly Rate:              Starting at $12.34/hour + comprehensive benefits

Hours:                          40 hours/week, M-F 8:00am-5:00pm

Location:                     Family Campus Preschool

Contact:                       Human Resources, 714-530-0430

Primary Function: Supports the daily operations of the Family Campus Preschool. Responsible for assisting with parent communication, enrollment, finances and record keeping, as well as maintaining a clean facility.

Resource Management

·        Assists with the administrative duties of the preschool and activities that support the BGCGG mission

·        Responsible for receiving and securing payments and completing daily deposits

·        Responsible for updating member accounts by documenting payments, creating invoices and notifying parents of outstanding balances and late fees

·        Initiates, schedules and completes enrollment process with new families

·        Maintains classroom rosters, attendance records, sign in and waiting lists

·        Maintains sign in and out records and tracks absences

·        Assists in proper record keeping, including creating files for all incoming members, reviewing and updating the state subsidized program family data files

·        Assists with required program reports

Technology

·        Manages member database with accuracy

·        Assists with preschool electronic mail and newsletters

Marketing & Public Relations

·        Develops and maintains collaborative partnerships with families and community partners

·        Ensures written materials are developed and maintained consistently with guidelines

Self-Development

·        Ensures a productive work environment by working as a member of a team, contributing to team meetings and providing information to support decision making

·        Continuously develops own knowledge and skills, time management and resources

Additional Responsibilities

·        Assists with and attends meetings, trainings and special events

·        Assists with program inventory and purchasing

·        Works to support all BGCGG Early Learning Programs

Communication

·        Maintains close, daily contact with staff, members and supervisors to receive and provide information, discuss issues, explain or interpret guidelines and instructions and counsels

·        Maintains contact as needed with external community groups, members and their families, BGCGG partners and others to promote and ensure the Family Campus Preschool is successful

 

Qualifications

·        Two years of relevant experience or AA degree in related field

·        Bilingual in Spanish

·        6 units of ECE or CD preferred

·        Administrative experience preferred

·        Reliable transportation, safe driving record, CA driver license, 2 years of driving experience, and automobile insurance required

                                                           

Knowledge, Skills & Abilities

·        Ability to uphold the organization’s mission and values

·        Proficiency in using a variety of computer software applications, specifically Excel, Word, Publisher, and Outlook

·        Ability to manage multiple priorities and tasks including effective time management and attention to detail

·        Respect for diversity, willingness to listen with patience, and open mindedness

·        Maturity, resourcefulness, and willingness to work with community partners

·        Ability to effectively communicate including verbal, written, in small and large group settings

·        Must have strong interpersonal skills to build relationships and rapport

·        Ability to contribute ideas and participate as member of a high performing team

·        Must be able to collaborate effectively

·        Must have sound judgment regarding health and safety

·        Ability to adapt and be flexible

·        Ability to apply critical thinking skills when problem solving

·        Must be confident and adept at conflict resolutions strategies

·        Knowledge of marketing and recruitment strategies

·        Uses resources effectively

Requirements

·        Position may require standing/sitting for extended periods of time, walking, jumping, twisting of neck – side to side, rotation, flexion of neck- looking down, dexterity of hands and fingers to operate office equipment, reaching overhead, above the shoulders and horizontally, bending at the waist; seeing to review and analyze reports, documents or other reports; hearing and speaking to communicate and provide information to others; speaking to be heard before groups of people; weight bearing activities – position may require to lift, carry, pull or otherwise move objects between 10-20 pounds

·        Must show proof of negative TB testing results (Title 22, California Code of Regulations section 101216(g); Health and Safety Code section 1597.055(a)(5) and provide the current pertussis, measles and influenza immunization records, unless being qualified for an exemption

The California Health and Safety Code requires a background check of all applicants, licensees, adult residents, volunteers under certain conditions and employees of community care facilities who have contact with clients. If the California Department of Social Services finds that an individual has been convicted of a crime other than a minor traffic violation, the individual cannot work or be present in any community care facility unless they receive a criminal record exemption from the Community Care Licensing Division, Caregiver Background Check Bureau (CBCB). Simply defined, an exemption is a Department authorized written document that "exempts" the individual from the requirement of having a criminal record clearance. CBCB also examines arrest records to determine if there is a possible danger to clients (Health & Safety Code sections 1522, 1568.08, 1569.17, and 1596.871)

Boys & Girls Clubs of Garden Grove does not accept any exemptions for individuals working in licensed care facilities. An individual may clear one tier of background checks and may subsequently be deemed ineligible to work in our licensed facilities.

BGCGG is an equal employment opportunity employer and does not discriminate on the basis of race, color, national origin, religion, gender, age, veteran status, political affiliation, sexual orientation, gender expression, gender identity, marital status, or disability (in compliance with the Americans with Disabilities Act) with respect to employment opportunities. I acknowledge that employment with BGCGG is based on the mutual consent that either I or BGCGG can terminate employment at-will with or without cause at any time. I understand and am capable of performing in a reasonable manner, with or without a reasonable accommodation, the duties and responsibilities described above.

 
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