Administrative Assistant/Family Worker Aide

Job title: Administrative Assistant/Family Worker Aide

Job description: Position Summary:

The Administrative Assistant/Family Worker Aide plays a critical role in coordinating office services, performing specialized administrative and record-keeping tasks to support the Center and implement agency objectives, as well as fulfilling the objectives of the Family Worker.

Duties & Responsibilities:

Responsibilities:

• Manage record-keeping requirements for all Center programs.
• Prepare written correspondence and project materials.
• Assist the Site Director in essential communications with parents, families, staff, and regulatory personnel.
• Participate in family reviews, initiate follow-up, and build positive professional relationships with served families.
• Support Family Worker with parent meetings, committee meetings, and volunteer activities.
• Collaborate with the Family Worker to process family intakes, including Head Start and Child Care enrollment applications and redetermination processes.
• Contribute to recruiting and enrolling new parents for the program.

Documentation:

• Prepare reports and maintain documentation related to child attendance, family demographics, parent fee collection, and the current center enrollment list.
• Maintain a general ledger and records of check requests and purchase orders for the Center.
• Establish and maintain a comprehensive record-keeping and retrieval system for children, staff, volunteers, and accounting.
• Provide support and maintain documentation for Providers’ services in areas of disabilities and health.

Administration:

• Work closely with the Site Director, Head Start Manager, Family Worker, and other content area specialists.
• Actively participate in various meetings, including management, teaching team, center, committee, parent policy, family reviews, city/state, agency, and training meetings.

Other Duties As Assigned

Job Requirements:

Education and/or Experience:

• Associate of Arts Degree (A.A.) in Business Administration.
• At least one year of administrative experience.

Qualifications:

To excel in this role, an individual must meet the following requirements:

• Maintain confidentiality.
• Possess excellent oral and written communication and presentation skills.
• Demonstrate the ability to establish and maintain effective relationships with various stakeholders in a team-oriented environment.
• Take ownership of professional development.
• Be detail-oriented, logical, and methodical in problem-solving.
• Exhibit the ability to plan and schedule the work of others.
• Be flexible and capable of working in a demanding, stressful environment.
• Proficiency in using Microsoft Office.
• Collaborate effectively as a team member.
• Communicate effectively with others and provide/receive feedback on service quality.
• Meet any specific content area requirements.

Language Skills:

• Proficient in reading and speaking English.

Physical Demands:

• Regularly required to talk or hear.
• Frequent standing, walking, sitting, and manual tasks.
• Occasional lifting or moving up to 30 pounds.
• Specific vision requirements include close-range vision.
• May occasionally require more than 40 hours per week to fulfill essential duties.
• Fine hand manipulation (keyboard skills).
• Transportation time spent between sites, attending trainings and in-services, and on home visits.
• May be required to work at multiple agency locations if necessary.

Work Environment:

• Internal office space.
• Noise level in the work environment may vary from moderate to high.

This revised format provides a more structured and comprehensible job description, making it easier for potential candidates to understand the role and its responsibilities.

Covid-19 Note: In the spirit of caring for one another and our community, please note that upon accepting an offer of employment from Mary Crane, you will be required to share proof of a COVID-19 vaccination upon eligibility. You may apply for a Medical or Religious Exemption in compliance with applicable laws and regulations. Mary Crane does daily temperature checks as well.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

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