Administrative Assistant II - Children's Center

Definition and Purpose 

Under the direct supervision of the Director – Children’s Programs the Administrative Assistant II (Children’s Center) is a full-time staff position responsible for performing customer service, accounts receivable, Children’s Center billing, vendor communication, and cash reconciliation, record keeping, and providing quality service and accounting assistance to Children’s Center staff. 

Additionally, all ASI employees are responsible for upholding the core values of the organization including but not limited to exhibiting professional behavior, acting as a role model to others, displaying a positive and cooperative attitude, communicating effectively, developing expert knowledge in area of specialization, and working together as a team. 

Requirements

Education Requirements and Qualifying Experiences 

Educational/License/Credential Requirements 

• High school diploma, GED, or equivalent. 
• Associates degree preferred. 
• Current American Red Cross certification in the following: Adult and Pediatric CPR, First Aid, and AED.  

Experience Requirements 

• Minimum three (3) years' experience, four (4) years preferred that demonstrate the ability to perform the essential functions of the job. 

Physical Requirements 

• Must pass a fingerprint clearance through the Department of Justice.  
• Tuberculosis test and physical examination. 

Knowledge/Skill Requirements 

• Thorough knowledge of correct English grammar, spelling, and punctuation.  
• Ability to effectively proofread, edit and draft original correspondence. 
• Thorough knowledge of office methods, equipment, procedures, and practices. 
• Proficiency with a variety of computer applications including word processing, spreadsheets, databases, on-line systems, Microsoft Office and SharePoint.
• Excellent communication skills: ability to effectively communicate information in a clear and understandable manner, both verbally and in writing. 
• Demonstrated customer service experience requiring diplomacy and professionalism. 
• Ability to create ADA compliant documents. 
• Ability to perform standard arithmetic functions of a transactional nature, including tracking and comparing data, purchasing, and ordering. 
• Ability to research and explain procedures and policies to students, public and other campus employees. 
• Ability to complete projects of moderate scope and complexity; compile, develop and present reports. 
• Ability to work independently and use initiative and judgment in analyzing and determining course of action. 
• Ability to work effectively in a fast-paced environment with constant interruptions. 
• Excellent organizational and time management skills with the ability to coordinate multiple assignments with time-sensitive deadlines. 
• Ability to maintain confidentiality. 
• Ability to initiate, establish, and foster teamwork by maintaining a positive, cooperative, productive work atmosphere. 

Supervisory Responsibilities 

• Directly supervise the Children’s Center Student Assistants assigned to the front desk. 
• Facilitate meetings, conduct performance evaluations, establish goals, and monitor day-to-day operations.  

Essential Duties and Responsibilities 

Personnel and Administration 

• Manage daily office operations, including filing, copying, and maintaining office equipment. 
• Communicate with parents, greet and assist visitors, and respond to program inquiries. 
• Assist customers on the phone and in person with all ASI Children’s Programs concerns. 
• Maintain inventory of supplies, including office and classroom, and reorder within budget. 
• Create and process payment requests, purchase orders, and reimbursement forms.  
• Coordinate with vendors, initiate work orders, and handle purchase requisitions for office needs. 
• Prepare and distribute monthly billing spreadsheets and invoices; collect fees, monitor payments, and follow up on delinquencies. 
• Prepare records for internal and external audits. 
• Prepare and maintain the collection of enrollment contracts, parent schedules and other documents for enrollment. 
• Monitor subsidy earnings and recommend adjustments as needed to ensure contract goals are met. 
• Assist the Director with preparation and submission of state and federal grant reports. 
• Ensure all documentation complies with ASI, state, and federal laws. 
• Maintain Children’s Center databases, ensuring data accuracy and up-to-date records; CareConnect and SharePoint. 
• Prepare and keep children and staff files and records compliant with licensing requirements. 
• Keep and maintain an accurate waiting list. 
• Prepare and distribute fall enrollment worksheet  

Children’s Center Staffing 

• In conjunction with Human Resources, coordinate all recruitment for Children’s Center Student Assistants. 
• Prepare and collect student staff availability sheets for scheduling.  
• Assist Assistant Director with schedules for Children’s Center Student Assistants in all classrooms and front office. 
• Assist in the coordination of Children’s Center staff orientations  
• Ensure all staff are compliant with mandatory trainings. 
• Assist in receiving absence notifications and find substitute employees to ensure appropriate coverage in all classrooms and front office. 
• Responsible for student staff payroll in compliance with wage and hour law. 

Diversity and Inclusion 

• Recommend and support practices intended to eliminate racial, gender, or any other form of bias in processes, policies, and procedures.  
• Demonstrate awareness of one’s own biases, comfort levels, and various aspects of diversity, equity, and inclusion (DEI). 
• Demonstrate effort to understand each person’s individual and collective role in creating inclusive environments.  
• Commit to continuous learning/improvement in DEI and cultural competence.  
• Work with the director to review the department’s policies, procedures, & practices related to DEI and participate in addressing barriers identified. 

Assessment 

• Develop and execute assessment of programs and/or services for areas of responsibility including but not limited to setting and implementing goals, evaluating outcomes and ongoing enhancement.  
• Participate in the overall ASI assessment planning and goal setting. 

Other Duties and Responsibilities 

• Represent ASI on committees as appropriate. 
• Ensure continuous professional development. 
• The person holding this position is considered a "mandated reporter" under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in ASI policy as a condition of their employment. 
• Other duties as assigned. 

Background Check 

This position is subject to a background check (including criminal records) as well as National Address Locater (Social Security Number [SSN] Trace), 7-year County Criminal Search in each county and/or state the applicant lived in based on the SSN Trace, National Criminal Database Search, Name Search, Employment Verification (All employers in past 7 years) and Education Verification (Highest Degree). Credit Reports, Motor Vehicle Record Check and Professional License Verification may also be required based upon the essential functions of the position. 

Benefits

Salary Schedule 

• Starting Hourly Rate: $26.70 per hour 
• Hourly Pay Range: $26.70 per hour - $37.38 per hour 
• Premium Overtime: Yes 
• Shift Differential: Yes 
• Non-Exempt 

Benefits 

• Medical Insurance 
• Dental Insurance 
• Vision Insurance 
• Life Insurance 
• Long Term Disability Insurance 
• Public Employees’ Retirement System (CalPERS) 
• Social Security (FICA) 
• Paid State Holidays 
• Vacation Time 
• Sick Leave 
• Personal Holiday 
• Birthday Holiday 
• Worker’s Compensation Insurance 
• Unemployment Insurance 

The Associated Students, Inc. is an Equal Opportunity Employer.

Date of Last Equity Review: 01/01/2022 

Date revised: 12/13/2024