Office Assistant

Essential Duties and Responsibilities

Administrative Support & Office Operations

Maintain accurate and up-to-date electronic and physical records.
Perform a variety of administrative support functions, including answering telephone calls, responding to messages, greeting families, and providing general office support.
Maintain confidentiality of child, family, and program information in accordance with organizational policies and applicable regulations.
Assist with special projects and other administrative duties as assigned.
Participate in required trainings, workshops, in-service days, staff meetings, conferences, and supervision activities.
Perform other related duties as assigned.

Data Management & Recordkeeping

Regularly monitor COPA reports to ensure data is entered accurately and in a timely manner.
Enter, update, and monitor child and family health information within the program’s data management system.
Enter and maintain attendance records and assist with daily attendance calls to families.
Support leadership by entering and updating developmental screening information to help ensure screenings are completed within forty-five (45) days of a child’s first day of service.
Enter and update Family Engagement information within the program’s data management system.

Minimum Qualifications

High school diploma or GED required; Associate degree preferred.
Minimum of two (2) years of related administrative or office support experience required.
Proficiency with Microsoft Office applications, including Word, Excel, and PowerPoint, and experience using electronic data management systems.
Demonstrated ability to communicate effectively, both verbally and in writing.
Demonstrated organizational skills with strong attention to detail and the ability to prioritize multiple responsibilities.
Ability to work effectively in a fast-paced environment while meeting established deadlines.
Ability to maintain confidentiality and handle sensitive information with professionalism.
Bilingual in English and Spanish.