Administrative Assistant for Family Support and Compensation Initiatives

Full Time
Chapel Hill, NC, Durham, NC
Posted 6 months ago

Job Summary

Administrative Assistant positions at Child Care Services Association perform a wide variety of duties, some of a confidential nature. The functions may include, but are not limited to, administrative and clerical functions, data entry, back-up support for agency reception staff, project coordination and logistical support for the program. Some programs require communication with program applicants, child care program directors and other partners. The administrative assistant is an independent position with specific responsibilities and also serves as support for other team staff. Some programs prefer applicants to be bilingual, but this is not a required skill for all programs. Also, provide administrative, data entry, project coordination and logistical support for Family Support. Provide back-up support to agency reception staff.

Duties and Responsibilties (varies by division)

  • Treat information on CCSA clients, employees and Board members in a confidential manner
  • Complete and support the work of all programs as assigned
  • Process and distribute incoming mail and faxes
  • Fill orders for internal and external requests for information
  • Efficiently and accurately input, extract and/or maintain information using the program database
  • Collect and track monthly teacher and provider documentation for Babies First NC payments
  • Prepare and meter mailings
  • Communicate with clients by email, mail and/or phone
  • Monitor and maintain supplies and materials; complete purchase requisitions; place orders; pick up orders as necessary
  • Conduct general website maintenance
  • Assist with purchasing orders and tracking of expenses
  • Prepare informational packets to mail to clients and partner agencies
  • Follow up with child care providers by phone about needs for updated information and/or documentation of changes
  • Assist with document formatting
  • Enter and organize survey feedback
  • Submit and collect check batches
  • Assist with appointment scheduling, follow-up and collection of necessary documentation
  • Maintain supply inventory; order and stock supplies and resource materials as needed
  • Collaborate with bilingual staff or other entities for documentation translation
  • Assist with division evaluations
  • Coordination of newsletter processes
  • Coordination of bulk mail processes
  • Maintain and organize departmental files
  • Perform general clerical work (i.e. copying, filing, scanning)
  • Seek and perform tasks in support of division staff
  • Provide front-desk phone/reception back-up coverage
  • Perform other tasks as assigned by agency leadership

Special Skills

  • Effective oral, written and interpersonal communication skills with internal and external clients
  • Computer experience; knowledge of, or demonstrated ability to learn, FileMaker Pro and virtual platforms such as Zoom; strong command of Microsoft Office and Google Platform
  • Strong command of Microsoft Office and Google Platform
  • Attention to detail with ability to accurately handle large volume of administrative work
  • Ability to understand office systems and program polices/procedures
  • Strong organizational skills and the ability to multitask while working independently, sometimes remotely
  • Spanish-language fluency preferred

Education and Experience Work Requirements

  • Two years of college; coursework in business, child development or related field preferred
  • Two years’ experience in administrative capacity or two years of child care experience with demonstrated administrative ability
  • 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 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
  • May require need for flexible schedules, including occasional evening and weekend work
  • Some local travel may be required
  • Must adhere to established health and safety protocols when onsite at CCSA’s physical office locations
  • May work in shared, assigned space when in the office
  • Proof of COVID-19 vaccination required

How To Apply

Please submit cover letter and resume to

Job Features

Job CategoryNon-Exempt, Salaried
DivisionCCR&R and Compensation Initiatives
DepartmentFamily Support & Child Care WAGE$
Direct SupervisorData and Provider Relations Sr. Manager and WAGE$ Program Manager
Hours Per Week40
Salary Range$33,280 - $40,073 (Please note that both ranges reflect salaries for a full-time employee and must be adjusted for hours fewer than 40)