Openings >> Administrative Assistant, Cummings Center
Administrative Assistant, Cummings Center
Summary
Title:Administrative Assistant, Cummings Center
ID:2100
Department:Childhelp Community Center
Location:Phoenix, AZ
Description

About Childhelp

CEO and Co-Founder SaraO’Meara and President and Co-Founder Yvonne Fedderson started Childhelp in 1959, establishing it as a leading national non-profit organization dedicated to helping victims of child abuse and neglect and at-risk children. Childhelp focuses on advocacy, prevention, treatment and community outreach.

The Childhelp National Child Abuse Hotline, 1-800-4-A-CHILD®, operates 24 hours a day, seven days a week, and receives calls from throughout the United States, Canada, the U.S. Virgin Islands, Puerto Rico and Guam. Childhelp’s programs and services also include residential treatment services (villages); children’s advocacy centers; therapeutic foster care; group homes and child abuse prevention, education and training. Childhelp also created the National Day of Hope® that mobilizes people across America to join the fight against child abuse.  For more information about Childhelp, please visit the website at www.childhelp.org

About Childhelp Cummings Community Center

As it celebrates more than 15 years of service to the community, the Childhelp H.K. Cummings Community Center (Cummings) remains true to its mission of promoting and encouraging the spiritual, emotional and physical well being of children, young adults and families in need. 
 
Cummings was founded in 1993 as a partnership between the Pendergast Elementary School District, Southwest Leadership Foundation and Phoenix Urban League to create a Head Start preschool program for low-income families in the area.  Cummings and its dedicated staff quickly became a community resource and link to serve a wide-range of other needs.
 

Position Summary: 
This is a highly responsible position consisting of performing reception duties, as well as direct administrative support to the Program Director.  The Administrative Assistant must have considerable interpersonal skills in order to maintain a harmonious working relationship with the public and other employees, the ability to express ideas clearly and concisely both orally and in writing, the ability to maintain confidentiality, knowledge of business English, and computer skills with accurate typing and moderate speed.   The Administrative Assistant must also be sensitive to the needs of the children and families.


Essential Responsibilities:  

  • Understands, supports, and implements the policies and philosophy of Cummings
  • Completes and maintains all necessary documentation to demonstrate compliance with the Center’s Performance Standards
  • Greets visitors of the Childhelp Cummings Community Center in a friendly and professional manner
  • Answers telephones courteously and responsively
  • Understands and operates the telephone and voice mail system, conveying messages as needed
  • Performs the necessary day-to-day clerical and administrative functions of the program, including updating forms, filing necessary paperwork, preparing reports, receiving and taking phone messages, and developing and maintaining a system of files appropriate to the program and licensing requirements
  • Initiates and sustains positive working relationships with schools, community agencies, the grantee, and the employees of each organization
  • Manages inventory of classroom supplies, materials and equipment; submits materials orders based on need and request from classrooms
  • Assists in scheduling, developing agendas, and write summary notes for all scheduled staff meetings, including ensuring staff sign-in for all trainings and staff meetings
  • Attends and participates in ongoing training
  • Prepares routine and advanced correspondence, including internal and external letters
  • Assists in drafting and preparing materials for operational reports and presentations
  • Distributes and sends complete timesheets for payroll processing
  • Works with service providers and vendors to ensure that the Center runs smoothly and efficiently
  • Maintains the Standard Operating Procedure notebook
  • Creates and maintains documents related to the operation of the Center, including memos, meeting minutes, reports, and computer systems
  • Maintains office equipment including, but not limited to, the copier, fax machine, and postage machine
  • Conducts tours of the Center
  • Assists other Childhelp personnel and partner agencies, as needed
  • Regularly meets with Program Director to exchange information and to discuss issues affecting the office
  • Works on special projects, as needed.
  • Performs other related duties, as assigned by the Program Director

Minimum Requirements:

  • Written documentation of one of the following:
  • High school diploma or equivalency and six months of child care experience;
  • N.A.C., C.D.A., C.C.P, or C.P.C. credential; or
  • Associate or bachelor degree from an accredited college or university in the areas of early childhood, child development, or closely related field, and three months of child care experience
  • Ability to lift up to 50 pounds
  • Ability to provide the following documentation:
    • Negative TB test clearance within the last 12 months
    • Proof of current immunizations
  • Fluency in Spanish preferred
  • Must have a reliable, insured vehicle available for use on the job and be able to document a good driving record
  • Ability to obtain an Arizona Fingerprint Clearance Card
  • Possess a valid driver license
  • Must be able to work with minimal supervision
  • Proficient in Microsoft Word, Outlook, and Excel
  • Ability to interpret local, State, and Federal regulations, policies, and procedures as they pertain to the duties of the job
  • Concise grammatical skills; excellent oral and written communication skills
  • Ability to handle a variety of tasks, effectively prioritize, and ensure follow-through; willing to take initiative
  • Ability to relate to low income families and their needs
  • Ability to work in a confidential manner, ensuring information is shared with internal and external individuals in an appropriate manner

Childhelp is an Equal Opportunity and Affirmative Action Employer

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