Family Support Administrative Assistant II

Job Summary

Provide administrative and data entry support for the Child Care Referral, Scholarship, Supplements & DPK programs in the Family Support Department. Provide back-up support to agency reception staff.

Duties and Responsibilities

• Treat information on CCSA clients, employees or Board members in a confidential manner
• Enter and maintain accurate program data in departmental databases
• Conduct regular cross-checks of child care provider data against licensing, accreditation and other data sources, record updates in the Statewide industry standard database and transmit updates to other appropriate individuals in agency.
• Maintain records of child care provider information, including licensing, compliance, and service information, according to prescribed procedures.
• Check vacancies for assigned child care programs according to prescribed procedures and enter data into industry standard Statewide database.
• Follow up with child care providers by phone, email, and/or text about needs for updated information and/or documentation of changes.
• Track, log, and distribute information about provider investigations and compliance by the NC Division of Child Development & Early Education.
• Pull data for programmatic uses or requests from community partners, as assigned.
• Assist with department evaluations by conducting phone surveys and tracking survey participant and completion information.
• Assist with appointment scheduling, follow-up, and collection of necessary documentation from clients.
• Order and stock general office supplies, departmental brochures and resources; maintain a supply inventory.
• Assist with purchasing orders and tracking of expenses.
• Coordinate, prepare and track bulk mailings.
• Maintain and organize departmental files and outreach materials.
• Perform various other administrative tasks including copying, faxing, printing, etc.
• Assist office with occasional front desk/reception coverage.
• Perform other tasks as assigned by agency leadership

Special Skills

• Effective oral and written communication skills with internal and external clients
• Computer experience; knowledge of or demonstrated ability to learn referral database, Excel and Word
• Attention to detail with ability to accurately handle large volume of administrative work
• Spanish-language fluency preferred, but not required

Education and Experience Requirements

• Two years of college
• Two years administrative experience with a variety of office responsibilities
• Data entry experience preferred

Special Working Requirements

• An automobile at his/her disposal; a valid, non-suspended NC driver’s license and a current automobile liability policy with continuous coverage. Reasonable accommodations may be made at the agency’s discretion.
• Must be able to manipulate and operate office supplies and equipment. Occasionally required to lift up to 25 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential responsibilities.
• No substantiation or criminal conviction of child abuse or neglect
• Some positions may require need for flexible schedules, including potential evening and weekend work
• Must adhere to established health and safety protocols when onsite at CCSA’s physical office locations
• If working remotely or approved for a hybrid work arrangement, must have dependable internet access and a home environment conducive for remote work.
• Some positions may require some regional/statewide/national daytime and/or overnight travel

CCSA Benefits

CCSA has a generous benefits package. Permanent employees that work at least 20 hours per week are eligible for benefits. Some of the benefits we offer include:

• Section 125 Cafeteria Plan
• Health, dental, vision and life insurance
• Medical and Dependent Care Flexible Spending Accounts (FSA)
• Employer contribution to 401k Retirement Plan
• Paid annual and sick leave
• 15 paid days of holiday leave
• Paid child Involvement Leave
• Paid discretionary leave
• Employee Assistance Program
• Child Care Tuition payments
• And more…

CCSA also offers many fringe benefits. Some of the fringe benefits include:

• Commitment to diversity and equity
• Casual dress work environment
• Hybrid work schedules / flexible schedules
• Direct deposit
• Standing and emergency payroll advances
• Child Care Referral assistance
• And more…

CCSA has been awarded Living Wage Employer Certifications in Orange and Durham Counties, and is a Family Forward NC Certified Employer.

Employment is contingent upon passing a criminal background check. CCSA is no longer requiring the COVID-19 vaccine for employment due to the fact that there is significantly less risk of severe illness.  However, CCSA strongly recommends that employees receive this vaccination in order to minimize the risk of infections in our workplace. 

Job Features

Job Category	Non-Exempt
Division	Child Care Resource & Referral
Department	Family Support
Salary Range	$34,008 – $44,080