Administrative Assistant II

Full Time
Chapel Hill, NC
Posted 2 months ago

JOB SUMMARY

Performs wide variety of duties, some of a confidential nature, including administrative and clerical functions. This position requires 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.

DUTIES AND RESPONSIBILITIES

  • Treat information on CCSA clients, employees and Board members in a confidential manner
  • Complete and support the work of all programs within the Compensation Initiatives Division
  • Process and distribute incoming mail and faxes
  • Fill orders for internal and external requests for information
  • Pull lists from database to obtain required applicant documentation and follow up as needed
  • Prepare and meter mailings
  • Recruit participants by mail and/or phone
  • Enter and maintain accurate program data (i.e. applications, payments)
  • Conduct phone confirmations, answer general programmatic questions and make contacts as necessary to update program and educational data
  • Monitor and maintain supplies and materials; complete purchase requisitions; place orders; pick up orders as necessary
  • Conduct general website maintenance
  • Assist with document formatting for state distribution
  • Enter and organize survey feedback
  • Submit and collect check batches
  • 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 and written communication skills with internal and external clients
  • Computer experience; knowledge of or demonstrated ability to learn FileMaker Pro and virtual platforms such as Zoom
  • 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

EDUCATION AND EXPERIENCE 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

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
  • 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
  • Must have internet access at in home residence to support remote work arrangements as necessary and determined by the agency and supervisor
  • Some local travel may be required
  • Proof of COVID-19 vaccination required

HOW TO APPLY

Submit your resume and cover letter to HR@childcareservices.org.

Job Features

Job CategoryNon-Exempt
DivisionCompensation Initiatives
DepartmentChild Care WAGE$® Program
Direct SupervisorProgram Manager
Service AreaStatewide
Typical Hiring 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)