The Children's Ark is hiring: Administrative Assistant in Plano

Overview

General Overview of Job: Performs a variety of administrative and staff support duties for The Children’s Ark, which require a range of skills and knowledge of organizational policies and procedures. Assume Director duties in his/her absence. Assists and directs visitors, and resolves administrative problems and inquiries; composes, edits, and proofreads correspondence and reports, and prepares a range of administrative documents. Maintain and foster effective communication with Director. Assist with other duties as needed; may include food preparation, van chauffeuring, answering the phone, responding to parent questions, and opening and closing the center. Participate in special events. Responsible for occasionally meeting teacher responsibilities.

Responsibilities & Duties

Operational Functions:

• Coordinates and performs a range of staff and/or operational support activities; serves as a liaison with management, teachers, and parents in the resolution of day-to-day administrative and operational problems.
• Provides administrative/secretarial support for the Director such as answering telephones, assisting visitors, and resolving and/or referring a range of administrative problems and inquiries.
• Operates personal computer to compose and edit correspondence and/or memoranda from dictation, verbal direction, or knowledge of established policies and procedures.
• Prepares or assists with the preparation of scheduled reports; performs basic information gathering and analysis and/or forecasting, as specifically directed.
• Assists Director and staff in problem-solving, project planning, and development and execution of stated goals and objectives.
• Posts, maintains parent balances, monitors, and reconciles internal ledgers; may serve as a paymaster; may manage petty cash disbursements and reconciliation.
• Establishes, maintains, and updates children and staff files, databases, records, and/or other documents; develops and maintains data, and performs routine analyses and calculations in the processing of data for recurring internal reports.
• Sorts, screens, reviews, and distributes incoming and outgoing mail; composes, prepares, or ensures timely responses to a variety of routine written inquiries.
• Requisitions supplies, printing, maintenance, and other services.
• Keep weekly enrollment count to order food.
• Assist in preparing and distributing food as needed. Must secure Food Handler license.
• During the summer months, provide tours and information to potential Ark parents.
• Assist in classroom coverage as needed.
• Establish and maintain an email database for all families.
• Performs miscellaneous job-related duties as assigned.

Other Duties:

• Consistently and regularly attend work as scheduled.
• Assist with identifying both interior and exterior issues.
• Assist with facility clean-up and maintenance as assigned.
• Attend scheduled staff meetings, workshops, open houses, and parent events as requested.

Requirements:

Education/ Work Experience:

• High school diploma or GED.
• At least 3 years of experience that is directly related to the duties and responsibilities specified.

Abilities and Skills:

• Ability to make administrative/procedural decisions and judgments.
• Ability to lead and train staff and/or students.
• Ability to communicate effectively, both orally and in writing.
• Ability to gather and analyze statistical data and generate reports.
• Word processing and/or data entry skills.
• Receptionist skills.
• Knowledge of general accounting principles.
• Knowledge of supplies, equipment, and/or services, ordering, and inventory control.
• Records maintenance skills.
• Ability to maintain calendars and schedule appointments.
• Database management skills.
• Ability to create, compose, and edit written materials.
• Ability to gather data, compile information, and prepare reports.
• Ability to analyze and solve problems.
• Work independently with minimal supervision.
• Strong tact and diplomacy; interacts with and works cooperatively with children, parents, and employees.
• Flexible/adaptable to constant change.
• Highly organized; ability to handle multiple concurrent assignments/projects.
• Ability to prioritize, organize and plan work under own initiative.
• Provide leadership to staff by setting an example.

Spiritual Maturity:

• To represent The Children’s Ark and Sent Church on and off the premises. As such, he/she is expected to live a lifestyle that reflects the doctrines and policies of the faith-based institution.

Mental and Physical Demands:

The mental discipline and physical requirements that occur regularly in performing the job:

• Reading/interpreting instructions.
• Language Skills.
• Detailed work.
• Training.
• Confidentiality.
• Customer Service.
• Reasoning/judgment.
• Problem-Solving.
• Standing.
• Kneeling.
• Attendance.
• Math.
• Speaking.
• Sitting.
• Driving.
• Squatting.
• Carrying.

Exposure to:

• Moderate hazards.
• Childhood illnesses.
• Heat/cold.
• Noise.