Administrative Assistant II

Full Time
Durham, NC
Posted 3 weeks ago

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 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.
  • May work in shared space and hybrid work schedule.

How To Apply

Please submit cover letter and resume to hr@childcareservices.org

Effective October 18, 2021, unless prohibited by law, CCSA will require all staff to certify that they are fully vaccinated in order to be employed.  Those who cannot get vaccinated for medical or religious reasons can request an accommodation where required by law.

Job Features

Job CategoryHourly, Non-Exempt
DivisionChild Care Resource & Referral
DepartmentFamily Support
Direct SupervisorDirector, Child Care Referral
Salary Range$16 per hour